Payroll Coordinator/Bookkeeper

Job Overview

The Payroll Coordinator/Bookkeeper plays a key role in supporting the organization’s financial and payroll operations. This position is responsible for maintaining accurate payroll records, ensuring proper allocation of labor expenses, and assisting with financial tracking to support internal reporting and grant compliance. The ideal candidate is detail-oriented, highly organized, and comfortable working with sensitive financial and personnel data.

Work Schedule/Location: Full-time, Non-Exempt; This is a full-time, on-site position based at Shiloh Treatment Center. Regular, reliable in-person attendance is required. This position is not eligible for remote or hybrid work arrangements.

Essential Duties and Responsibilities

• Prepare, review, and process semi-monthly payroll for approximately 130 employees.
• Verify timesheets, PTO balances, overtime, shift differentials, and payroll corrections for accuracy, and coordinate necessary adjustments.
• Verify and process employee deductions, including health insurance, retirement contributions, garnishments, and other authorized payroll withholdings.
• Maintain employee payroll records and supporting documentation, ensuring timely updates for new hires, terminations, status changes, grant reporting, Medicaid compliance, audits, and cost-reporting requirements.
• Coordinate with Human Resources to ensure payroll data aligns with approved personnel actions, employee documentation, and compliance requirements.
• Respond to payroll-related inquiries and assist with payroll audits and compliance reviews.
• Prepare and assist with payroll tax reporting, payroll-related filings, and reconciliation of payroll liabilities in coordination with organizational leadership and external providers.
• Allocate payroll expenses across programs, departments, grants, and cost centers; maintain labor distribution records; reconcile allocation reports; and assist with preparing staffing cost summaries for leadership and grant reporting.
• Prepare payroll-related journal entries and assist with monthly financial close activities.
• Reconcile payroll registers to the general ledger and investigate discrepancies.
• Perform monthly bank reconciliations and investigate discrepancies as needed.
• Retrieve and distribute mail from the post office box as appropriate.
• Perform other payroll, accounting, and administrative duties as assigned.

Qualification Requirements
To perform this job successfully, an individual must be able to perform the essential functions. The requirements listed below are representative of the knowledge, skill, and/or abilities required unless otherwise stated as preferred. Reasonable accommodation may be made to enable individuals with disabilities to perform the essentials functions.

• High School Diploma (Required); Associate’s degree or coursework in accounting, finance, or business (Preferred)
• Minimum 3 years of experience in bookkeeping, payroll processing, or accounting , preferably in healthcare, behavioral health, education, or residential treatment.
• Proficiency with accounting software (e.g., Quickbooks, Sage, or similar) and payroll systems (ADP, Paychex, Paycom, etc.).
• Strong understanding of payroll fundamentals, labor allocation, and basic accounting principles.
• Experience performing account reconciliation and preparing payroll-related journal entries preferred.
• Experience with Microsoft Excel including formulas, data analysis, and reconciliation functions.
• High attention to detail and accuracy in data entry and reconciliation.
• Ability to maintain confidentiality and handle sensitive employee information.
• Strong organizational skills and ability to manage recurring deadlines.

Pay: $28.00 - $34.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person