Payroll Coordinator
“Every person deserves compassion, dignity, and the safety of a place to call home.”
Homelessness is the largest social and public health crisis in California. Illumination Foundation (IF) is a growing non-profit organization dedicated towards disrupting the cycle of homelessness by providing targeted, interdisciplinary services in our recuperative care centers, emergency shelters, housing services and children's and family programs. IF currently has 13+ facilities with 22+ micro-communities scattered across Orange County, Los Angeles County and the Inland Empire.
Job Description:
The payroll coordinator at the Illumination Foundation plays a crucial role in ensuring accurate and timely payroll processing for employees dedicated to breaking the cycle of homelessness. This position is responsible for maintaining payroll records, managing deductions, reconciling reports, and ensuring compliance with federal, state, and local payroll regulations. The payroll coordinator will provide payroll support to employees, process semi-monthly payroll, and collaborate with HR and Finance to maintain seamless operations. A strong commitment to confidentiality, accuracy, and problem-solving is essential to support the organization’s mission effectively.
The pay rate for this role is: $26-$30 per hour.
Responsibilities:
Payroll Processing & Maintenance
- Process Semi-monthly payroll accurately and in compliance with company policies.
- Establish and maintain employee payroll records.
- Input, review, and audit timekeeping and payroll – related data.
- Maintain time and attendance records.
- Ensure payroll deadlines align with the payroll calendar.
- Process advance payments, termination payouts, and other off- cycle payroll transactions.
Employee Transactions & System Updates
- Enter terminations into the payroll system (UKG)
- Update payroll system with changes in pay, tax status, and other payroll related categories.
- Process employee accrual (PTO, sick leave, bereavement, etc.)
- Review and process meal waivers according to company policies and labor laws.
Deductions, Compliance & Benefits
- Calculate and process voluntary and involuntary.
- Manage and update 401(k) deductions and contributions.
- Ensure compliance with federal, state, and local payroll tax laws.
- Prepare and file tax forms and payroll tax reports.
- Process and respond to garnishment notices.
- Coordinate quarterly benefits reporting and reconciliation.
- Process benefits appropriately each pay period (PTO, sick leave, bereavement, etc.)
- Conduct benefits audits, reporting and reconciliation.
- Administer employee benefits programs, including health, dental, vision, life insurance, retirement plans, etc.
- Efficiently process 401(k) deductions, garnishments, bereavement leave, and tax forms.
Payroll Reconciliation & Reporting
- Reconcile earnings, deductions and payroll totals.
- Review payroll reports and correct discrepancies.
- Calculate and prepare general journal entries.
- Compile payroll data for multiple worksites and complete multiple worksite reports.
- Generate monthly reports for management, auditors and external agencies.
- Respond to payroll inquiries from employees regarding wages, deductions and benefits.
- Address and resolve payroll related issues in a timely manner.
- Maintain confidentiality of sensitive payroll and employee information
- Ensure the payroll process adheres to company policies and legal requirements.
- Perform administrative tasks related to payroll operations.
- Support HR and finance teams with payroll-related data and reports.
- Assist with audits and process improvements.
- Perform appropriate duties as assigned by management
Qualifications:
Required
• Proficiency in UKG or similar payroll systems.
• Strong knowledge of federal, state, and local payroll regulations, including tax compliance and wage laws.
• Experience with timekeeping systems and maintaining accurate payroll records.
• Ability to process bi-monthly payroll, including wage calculations, overtime, and deductions.
• Experience handling garnishments, tax forms, voluntary/involuntary deductions, and 401(k) contributions.
• Strong attention to detail and ability to identify and resolve payroll discrepancies.
• Ability to maintain confidentiality of sensitive payroll and employee information.
• Proficiency in Microsoft Excel and other payroll-related reporting tools.
• Strong communication skills to assist employees with payroll inquiries.
Preferred
• 5+ years of payroll processing experience in a mid-to-large-size company.
• Experience processing payroll for multiple worksites or across multiple states.
• Strong understanding of general ledger entries and payroll reconciliation.
• Familiarity with quarterly benefits reporting and payroll tax filings.
• Knowledge of meal waivers, accrual calculations, and payroll-related audits.
• CPP (Certified Payroll Professional) or FPC (Fundamental Payroll Certification) is a plus.
• Previous experience in an HR or Finance-related role that involved payroll responsibilities.
Benefits:
- Medical Insurance funded up to 91% by Illumination Foundation (Kaiser and Blue Shield), depending on the plan
- Dental and Vision Insurance
- Life, AD&D and LTD Insurance funded 100% by Illumination Foundation
- Employee Assistance Program
- Professional Development Reimbursement
- 401K with Company Matching
- 10 days vacation PTO/year
- 6 days sick PTO/year
- 10 days holiday PTO/year
- Potential eligibility for the Public Service Loan Forgiveness Program (PSFL) for federally qualified loans