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Payroll Coordinator

Lake Oswego, OR
SUMMARY:  The Payroll Coordinator is responsible for processing bi-weekly payroll and other duties as may be directed by the Director of Accounting or Chief Financial Officer.  The Payroll Coordinator is also responsible for various General Ledger journal entries and reporting. 
  1. Responsible for timely and accurate processing of bi-weekly payroll for three states (OR, WA, CA).
  2. Maintains and updates employee payroll records for new hires, pay changes and terminations.
  3. Reviews payroll data such as timesheets, withholding adjustments, and benefit expense deductions to ensure that data is accurate, properly documented and authorized.
  4. Processes payroll adjustments and garnishments.
  5. In collaboration with Human Resources, ensures compliance with established payroll policies and procedures as well as federal and state regulations.
  6. Reconciles benefit invoices and 401(k) contributions.
  7. Researches and resolves questions from managers and employees as they relate to the processing of payroll information.
  8. Allocates benefit invoices to appropriate department accounts.
  9. Records payroll transactions in general ledger.
  10. Provides expertise in resolving errors and ensuring pay and GL is accurate.
  11. Maintains employee confidentiality and protect payroll operations by keeping information confidential
  12. Prepares and enters journal entries.
  13. Performs account lookups, reconciliations and reports.
  14. Performs bank reconciliations in a timely manner.
  15. Assists with accounts payable functions as needed.
  16. Imports data into MIPS software.
  17. Assists in the planning and implementation of changes in the accounting system as necessary or directed.
  18. Makes recommendations to the Director of Accounting concerning payroll processes.
  19. Assists with the year-end audit as needed.
  20. Works cooperatively with other Finance Department staff to accomplish related duties as needed or requested.
  1. Responsible for the daily mail, including pick-up, sorting and distribution; drops off internal mail at the close of the day.
  2. Orders and re-stocks office supplies as needed.
  3. Responsible for refilling the postage meter as needed.
  4. Schedules vendor pickups for archived and shredded papers.
  5. Communicates with office equipment vendors regarding servicing and maintenance as needed.
  6. Builds and maintains effective working relationships with employees at all levels of the organization.
  7. Participates regularly in personal professional development activities to maintain up to date knowledge of theory and practice.
  8. Attends staff meetings and other designated meetings for the department and organization.
  9. Performs other duties as assigned by Director of Accounting and/or Chief Financial Officer.
QUALIFICATIONS:  To perform this job successfully, individuals must be able to perform each essential duty satisfactorily. The person must believe in and be supportive of the mission of the Sisters of the Holy Names to promote justice and create community.   The requirements listed below are representative of the knowledge, skills, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education:     Associate’s degree or equivalent from a two-year college or technical school, or equivalent combination of education and experience.
Experience:    Minimum three years’ experience as a payroll coordinator with general ledger experience preferred, preferably in a not-for-profit organization.
Skills, Knowledge and Abilities:
  1. Must be supportive of the mission of the Sisters of the Holy Names of Jesus and Mary. 
  2. Must model SNJM Guiding Values in carrying out work activities and responsibilities.
  3. Possesses experience with integrated accounting programs, preferably MIP or comparable accounting software.
  4. Experience with payroll systems, preferably Paychex
  5. Working knowledge of wage and hour laws for OR, WA and CA.
  6. Proficiency with Microsoft Office Suite.  Intermediate Excel skills preferred.
  7. Ability to perform accounting tasks with high degree of accuracy with detailed information.
  8. Possesses strong verbal and written communication skills
  9. Mathematical and problem-solving abilities.
  10. Ability to track and manage a number of routine and non-routine tasks with thoroughness and timeliness.
  11. Ability to use tact and good judgment in responding to a variety of personalities, and situations.
  12. Ability to handle multiple assignments simultaneously and to effectively prioritize in dealing with time constraints.
  13. Demonstrates problem‑solving and organizational skills.
  14. Possesses flexibility and the ability to work in a changing environment
  15. Must be able to work effectively with minimal supervision, while keeping supervisor informed of progress on projects/assignments.
  16. Demonstrates the ability to maintain confidentiality of departmental records.
  17. Ability to proactively identify payroll issues and suggest solutions
  18. Intermediate knowledge of Federal, State, and Local tax requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This position is considered sedentary work and has a light degree of physical demands.  Frequently sits while doing computer work and stands/walks up to 3 hours/day on various surfaces.  On a rare basis lifts/carries up to 10 pounds of boxes and files and bends when retrieving files and moving reams of paper and pushes/pulls force of up to 10 pounds.  On a rare basis reaches at shoulder levels while retrieving books/files and documenting information and handles/grasps books, files and when using writing instruments.  Frequently uses fine finger manipulation while keyboarding up to 4 hours/day.

HOURS: Full-time, 40 hours per week Monday through Friday.
The above description generally reflects the primary functions of the position.  The above statements shall not be construed as a detailed description of all the work requirements that may be required for the position. 
SNJM is committed to continually building a workplace that exemplifies its values and vision of being hospitable to everyone.  The Sisters of the Holy Names of Jesus and Mary (SNJM) is an Equal Opportunity Employer.
We offer a competitive salary and benefits package including medical/dental, group life and disability coverage, a 401K plan, and paid time off.
To learn more about the mission and vision of the Sisters of the Holy Names visit:
To Apply: In order to be considered an applicant for this position, please complete our online employment application at  Click “Apply Now” to complete and submit the online application
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