The Accounting, Payroll & HR Coordinator is a part-time, non-exempt position responsible for the day-to-day financial and human resources operations of Rocklin FC. The position reports to the Executive Director. Oversight of the Coordinator’s financial work is provided by the Board Treasurer, who reviews and approves the monthly close and financial reporting package in a review and audit capacity. This is an individual contributor role with no direct reports.
The Coordinator owns bi-weekly payroll for approximately 50 to 60 W-2 employees, the substantial majority of whom are hourly coaching staff with variable schedules, travel time, mileage, and split shifts. The role also carries monthly coach stipends and reimbursements, full-cycle bookkeeping through monthly close, membership and team billing, and day-to-day human resources administration. This position consolidates payroll, reimbursement, and reconciliation work currently distributed across the Director of Coaching, Club Administrator, and Assistant Club Administrator. It is distinct from the Club Administrator position, which continues to own registration, rostering, and general club administration.
Rocklin FC retains a third-party human resources consultant. The Coordinator serves as the Club’s day-to-day HR contact for staff and as the liaison to that consultant on complex employee relations and compliance matters. The Coordinator works closely with the Executive Director, Board Treasurer, Director of Coaching, Club Administrator, and coaching staff, and is a point of contact for members and sponsors on finance-related inquiries.
Rocklin FC is actively modernizing its administrative systems. The Coordinator will play a central role in moving onboarding, timekeeping, and reimbursement workflows away from paper and manual, siloed forms and into integrated systems. Candidates who enjoy building clean, repeatable processes as much as running them will find significant opportunity in this role.
Position Details
- Classification: Part-time, non-exempt (hourly). Eligible for overtime in accordance with California law.
- Hours: 25 to 40 hours per week, varying with the Club calendar. Hours are heavier during bi-weekly payroll processing, tryouts, camp reconciliation, and year-end, and lighter during scheduled Club breaks and the January to February period when only non-high-school teams are training.
- Location: Hybrid. Nearly all responsibilities can be performed remotely. Periodic on-site presence at the RFC office in Rocklin, California is required.
- Reports to: Executive Director. Financial work is reviewed and approved by the Board Treasurer.
- Direct reports: None. This is an individual contributor position.
- Compensation: $28.00 to $35.00 per hour, depending on experience.
- Benefits: Paid vacation and sick leave, and participation in the Club’s 401(k) plan. Employees regularly scheduled 30 or more hours per week are eligible to enroll in health coverage; premiums are paid entirely by the employee.
- Screening: A LiveScan background check and current SafeSport certification are required for any staff member present at RFC facilities while youth participants are on site.
Responsibilities and Duties
Payroll Processing
- Process bi-weekly payroll for approximately 50 to 60 W-2 employees, the majority of whom are hourly, using Paychex and its associated mobile time-tracking application.
- Calculate and apply travel time and mileage for coaching staff working across multiple sites.
- Calculate and apply split-shift premiums in accordance with California wage and hour requirements.
- Review submitted timecards for completeness and accuracy, and follow up with employees, coaches, and supervising staff to resolve missing or incorrect data ahead of each payroll deadline.
- Audit timesheets, paid time off, sick leave, overtime, and deductions for compliance with federal and California wage and hour laws.
- Set up new employees in the payroll and time-tracking systems, including tax withholding, direct deposit, and pay rate configuration.
- Execute payroll runs on schedule and confirm successful funding and delivery.
- Administer wage garnishments, levies, and other court-ordered withholdings, ensuring accurate calculation, timely remittance, and appropriate employee notification.
- Process bi-weekly referee payment cycles.
- Book all payroll-related journal entries to the general ledger.
- Serve as the first point of contact for employee payroll questions, researching and resolving pay discrepancies promptly and professionally.
Coach Stipends, Reimbursements, and Team Accounts
- Process monthly coach stipends on schedule and in accordance with approved rates.
- Review, verify, and process coach reimbursements for meals, travel, and accommodation against Club expense policy and supporting documentation.
- Prepare and issue invoices to teams for amounts owed back to the Club, including tournament entry fees and coach expenses.
- Maintain an accurate and current record of amounts owed by each team, follow up on outstanding balances, and report status to the Executive Director and Board Treasurer.
- Manage Club-affiliated team bank accounts, including account setup, signatory maintenance, and periodic audit of account activity.
Accounting and Financial Reporting
- Perform accounts payable functions, including invoice entry, coding, and bi-monthly check runs. The substantial majority of disbursements are made by ACH or Club credit or debit card.
- Perform accounts receivable functions, including bank deposits and limited cash handling.
- Complete monthly bank reconciliations for 5 to 10 Club and team bank accounts and prepare the corresponding journal entries.
- Reconcile Club credit and debit card activity, ensure receipts and general ledger coding are complete, and process cardholder payments.
- Produce the monthly financial reporting package and review it with the Board Treasurer.
- Reconcile camp finances, including registration revenue, staffing costs, and related expenses.
- Support preparation of the annual budget and load the approved budget into the accounting system.
- Prepare annual 1099 filings and assemble supporting tax documentation for Treasurer review prior to delivery to the Club’s outside CPA.
- Support year-end close, annual information return preparation, and any financial review or audit, routing deliverables through the Board Treasurer.
- Maintain organized, retrievable financial records and supporting documentation in accordance with Club retention practices.
Internal Controls and Oversight
Because this position touches each stage of the Club’s cash cycle, the following controls are a defined part of the role rather than optional practice. The Board Treasurer’s review is independent of the Coordinator’s reporting line to the Executive Director and functions as the Club’s primary financial oversight.
- Submit the Coordinator’s own timecard for review and approval by the Executive Director, or the Board Treasurer in the Executive Director’s absence, each pay period. The Coordinator does not approve their own hours or process any change to their own rate of pay.
- Obtain independent confirmation before the first payment is released to any new payee or to any account whose details have changed. This applies to new vendor setup, changes to employee direct deposit information, and changes to bank account or routing details, and the confirmation is provided by the Executive Director or Board Treasurer.
- Provide the Board Treasurer with monthly bank and credit card statements, completed reconciliations, and supporting documentation for independent review, and respond to review questions promptly.
- Escalate any suspected error, irregularity, or control weakness to the Executive Director and Board Treasurer without delay.
- Maintain current written procedures for payroll, disbursements, and month-end close so that critical functions can be performed by another party during planned or unplanned absence.
Membership Billing and Accounts Receivable
- Manage membership billing in BYGA, including payment plans, billing adjustments, credits, and refunds.
- Monitor and act on delinquent and late accounts in accordance with Club policy, escalating to the Executive Director as appropriate.
- Ensure billing activity recorded in BYGA reconciles to the general ledger each month.
- Respond promptly and professionally to membership inquiries regarding billing, payment plans, and account balances.
Sponsorship and Program Revenue
- Process and track sponsorship payments, routing collected funds to the appropriate accounts and revenue categories.
- Maintain a record of sponsorship agreements, payment status, and associated Club obligations.
- Liaise with the Executive Director and appropriate staff to ensure sponsor obligations are fulfilled and documented.
- Respond to sponsor inquiries relating to invoicing, payment, and account status.
Human Resources
- Conduct pre-employment checks, including background screening, and ensure a smooth and compliant onboarding experience for all new hires.
- Maintain accurate, current, and confidential employee records, files, and HR documentation in accordance with applicable retention requirements.
- Track and administer vacation, sick leave, and other paid time off balances.
- Serve as a point of contact for employees regarding workplace benefits and interpretation of HR policy.
- Provide day-to-day HR support to employees and managers as needed.
- Assist employees with payroll-related questions and resolve discrepancies.
- Prepare written documentation and corrective action notices relating to payroll and timekeeping matters.
- Support managers in conducting performance reviews and providing constructive feedback.
- Coordinate the offboarding and termination process, ensuring compliance with federal and California requirements, including final pay timing, while maintaining professionalism and consistency.
- Ensure compliance with federal, state, and local employment laws, including wage and hour, safety, and leave requirements.
- Serve as the Club’s day-to-day liaison to RFC’s third-party HR consultant, escalating complex employee relations, classification, and compliance matters.
Systems, Records, and Process Improvement
- Lead the transition of employee onboarding from paper-based processes to digital onboarding within Paychex.
- Support adoption and consistent use of the Paychex mobile time-tracking application across coaching and administrative staff.
- Identify and retire manual, siloed workflows, including standalone forms currently used for reimbursements and staff data collection, in favor of processes integrated with Paychex, QuickBooks, and BYGA.
- Document payroll, accounting, and HR procedures so that Club processes are repeatable, auditable, and transferable.
- Other Duties as Assigned
Preferred Qualifications
- Three or more years of combined experience across payroll processing, bookkeeping, and human resources administration. Strong experience in two of the three areas, with demonstrated capacity to grow into the third, will be considered.
- Demonstrated experience running full-cycle payroll for an hourly workforce, including variable schedules, multiple pay rates, and travel or mileage reimbursement.
- Working knowledge of California wage and hour law, including overtime, meal and rest periods, split-shift premiums, paid sick leave, and final pay requirements.
- Full-cycle bookkeeping experience through monthly close, including bank and credit card reconciliation and preparation of a financial reporting package.
- Experience with Paychex or a comparable payroll and time-tracking platform, and with QuickBooks or a comparable general ledger system.
- Familiarity with BYGA or comparable club, league, or membership management software is an advantage. Direct BYGA experience is not required and training will be provided.
- Experience in a nonprofit, youth sports, school, faith-based, or membership organization is an advantage.
- An Associate’s or Bachelor’s degree in accounting, business, human resources, or a related field is valued. Equivalent professional experience is accepted in place of a degree.
- Professional certification such as FPC, CPP, aPHR, PHR, or SHRM-CP is an advantage but is not required.
- Ability to successfully complete a LiveScan background check and obtain SafeSport certification.
- A high level of discretion and sound judgment in handling confidential payroll, compensation, and employee information.
- Must be professional, courteous, and service-oriented.
- The Accounting, Payroll & HR Coordinator should demonstrate competence in the following:
- Accuracy and Attention to Detail: Produce consistently accurate work in an environment of recurring deadlines, where errors directly affect employee pay and member accounts.
- Compliance Orientation: Apply federal and California employment and wage and hour requirements correctly, and recognize when a question should be escalated to the Executive Director, Board Treasurer, or the Club’s HR consultant.
- Communicate Effectively: Speak, listen, and write in a clear, thorough, and timely manner, including when explaining pay, billing, or policy matters to employees and members who may be frustrated.
- Solve Problems and Resolve Issues: Identify root cause, gather and process relevant information, generate possible solutions, and make recommendations or decisions promptly.
- Confidentiality and Integrity: Handle sensitive compensation, employee, and member financial information with complete discretion and consistent ethical judgment.
- Adaptability: Demonstrate a willingness to be flexible, versatile, and tolerant in a changing work environment and across a variable seasonal calendar, while always maintaining professionalism.
- Process Improvement: Recognize manual or duplicative workflows and design practical, better-controlled alternatives that fit a volunteer-supported nonprofit.
- Mission and Values: Highly ethical character with personal integrity. Be passionate about RFC’s mission and live the values.
- Strong organizational skills, with the ability to manage concurrent recurring deadlines across payroll, month-end close, billing, and reporting cycles.
- Ability to work independently with limited day-to-day supervision, and to know when to raise an issue rather than resolve it alone.
- Strong team player, comfortable working with staff, coaches, board members, sponsors, and Club members.
- Ability to effectively handle stress and pressure consistent with recurring payroll and close deadlines.
Pay: $28.00 - $35.00 per hour
Benefits:
- 401(k)
- Flexible schedule
- Paid time off
Work Location: Hybrid remote in Rocklin, CA 95765
