Payroll Coordinator

Spear Physical and Occupational Therapy • New York, NY

12d • $50,000 - $55,000

About The Position

The Payroll Coordinator plays an essential role in shaping our employee experience by serving as a trusted resource for all payroll-related matters. This position is responsible for the precise and timely execution of our weekly and bi-weekly payrolls. The role will support the complete payroll cycle for their designated regions/area, ensuring compliance with State regulations, and meet all critical deadlines. Success in this role centers on a keen eye for detail, the ability to anticipate needs, and a proactive approach to problem-solving.

Requirements

• One year of experience in an administrative, payroll, or human resource’s role.
• Comfortable using all MS Office products, with proficiency in Excel.
• Special attention to detail and time management skills; ability to stay highly organized and focused with high volume of varying tasks.
• Proven ability to handle sensitive and confidential information with discretion and professionalism.
• Focus on Accuracy: ensuring data integrity and minimizing errors.
• Organized and capable of effectively managing a high volume of tasks and deadlines.
• Partner with HR and Benefits to ensure accurate pay on weekly and biweekly payroll based on approved leave schedules and exception reports.
• An eagerness to learn, anticipate needs, and take initiative to solve problems.
• Excellent communication as evidence by responding to all inquiries and requests within 24 hours, providing clear information for a first call / email resolution and always exercising a high degree of confidentiality and discretion.

Nice To Haves

• Experience with a payroll/HRIS system is a plus (Dayforce is preferred but not required).

Responsibilities

• Conduct thorough reviews of employee timesheets to identify and resolve errors related to missing punches, overtime, job coding, and PTO entries.
• Manage the accurate input of payroll data, including exception reports and adjustments for new hires, terminations, Leaves of Absence, and variable pay (Incentive payments, PRP, bonuses, reimbursements).
• Process and verify changes to employee records, including 401(k) contributions and other benefit deductions.
• Assist in running weekly payroll and provide essential coverage for the team as needed.
• Prepare and distribute payroll preview reports to managers by 12:00 PM on Monday of each pay week.
• Track and collect managerial approvals by 2:00pm on Tuesday, ensuring all discrepancies are addressed.
• Incorporate final adjustments and submit the finalized payroll for processing by the 3:00 PM Wednesday deadline.
• Run routine audit reports, like payroll registers and missing punch reports, to maintain data integrity.
• Serve as the primary point of contact for employees and managers, providing clear and helpful answers to payroll inquiries and assisting with timesheet approvals.
• Monitor pending PTO requests and coordinate with managers to ensure they are approved in a timely manner.
• Manage stop payment requests and collaborate with employees and the finance department to resolve any payment issues.
• Handle and organize all incoming mail for the HR/Payroll department.

Benefits

• Competitive compensation and benefits, including mental health support and professional development opportunities.
• Mental health benefits, including paid time off and support services through Journey Live & an employer-sponsored EAP program.
• Medical, Dental, Vision Benefits, and Commuter FSA Plan.
• 401(K) Safe Harbor Match: Spear will make a matching contribution equal to 100% of the first 3% of annual compensation, plus 50% of the next 2% of annual compensation. The total Spear matching contribution will not exceed 4% of your annual compensation.
• Generous paid time off, including PTO, Floating Holidays, Company Holidays, and Mental Health days.
• Commuter FSA Plans – pretax savings plans for travel to and from work.
• Employee Perks: discounted rates for entertainment, travel, fitness, insurance plans, etc.
• Gym membership discounts with Blink & Crunch Fitness.
• Company Events: Annual Summer Picnic and Holiday Awards Celebration.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 101-250 employees