Procurement and Payroll Coordinator
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Location: In-person / CIST Administrative Office / Austin, Texas
Employment Type: 40 hours/week, Exempt
Reports to: Chief Finance Officer
Supervises: This position may will not supervise
Starting Salary: $4,000 / month (contingent on experience)
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About Communities In Schools
Rooted in community for over 40 years, Communities In Schools of Central Texas (CISCT) is a sophisticated 501(c)(3) nonprofit organization in Austin, Texas. Communities In Schools (CIS) is a national organization that ensures every student has what they need to realize their full potential in school and beyond. At CISCT, our mission is simple: surround students with a community of support, empowering them to stay in school and achieve in life. We are a nearly $24 million organization serving tens of thousands of students annually across Central Texas.
Position Summary
The Payroll & Procurement Coordinator is a pivotal full-time role based at the Central office, primarily focused on overseeing payroll processing for the organization. They are tasked with ensuring accurate and timely payroll disbursement while upholding compliance with relevant government regulations. This includes maintaining meticulous payroll records, generating necessary reports, and reconciling benefits. Furthermore, the Coordinator extends their support to the Finance Department, contributing to its seamless operation with a commitment to transparency and efficiency in all financial transactions.
In addition to their payroll responsibilities, the Payroll & Procurement Coordinator assumes a multifaceted role essential to organizational functions. Their duties span assessing and fulfilling procurement requests, managing inventory, coordinating travel and conference arrangements, and executing various administrative tasks. Demonstrating a proactive approach, they engage in vendor relationship management and actively seek opportunities to optimize costs in alignment with the organization's mission objectives. Reporting directly to the Chief Finance Officer, the Payroll Coordinator collaborates closely with the Finance Team to uphold financial integrity and facilitate effective resource allocation throughout the organization
This position is not eligible for the summer break.
What You’ll Do
Payroll
- Implement, maintain, and review payroll processing and accounting systems to ensure timely and accurate processing of payroll transactions including salaries, benefits, garnishments, taxes, and other deductions
- Perform accurate and timely processing of payroll updates including new hires, terminations, and payroll adjustments including change in pay rates, deductions, and withholdings per HR report
- Maintain distribution codes to charge employees time to respective, departments, sites, funds etc.
- Monitor timesheets for completion and accuracy
- Prepare and maintains accurate records and reports of payroll transactions
- Ensure compliance with federal, state, and local payroll, wage and hour laws and best practices
- Create and upload payroll ACH files
- Calculate taxes and submit deposits
- Prepare federal and state payroll reports (monthly, quarterly and annually)
- Reconcile monthly benefits invoices to current employees’ coverage/enrollment
- Review, verify and ensure proper accounting and accuracy for all payroll transactions, benefits, and accruals
- Respond to payroll-related inquiries and resolve concerns
- Monitor timesheets for accuracy and on-time submission
- Prepare retirement plan employer contribution schedules for all employees; electronically remitting employer and employee contributions
- Prepare year end employee W-2s
- Prepare and record assigned journal entries for monthly closing
- Reconcile specified general ledger accounts; review for accuracy and correct posting entries
- Facilitate audits by providing payroll records and documentation to auditors
- Participate in the CIS team approach to problem solving and service delivery
- Promote and maintain agency culture, standards, and systems
- Performs related duties as assigned by the Chief Finance Officer
Procurement
- Process, maintain and monitor purchase and procurement requisitions and related documents
- Prepare proposals, requests, quotes, negotiate purchase terms and conditions
- Assist with training employees on purchase and procurement procedures and policies
- Record and maintain vendor information
- Place orders with vendors
- Monitor deliveries and returns
- Identify potential new vendors
- Manage inventory
- Provide general administrative support to the Finance Dept.
- Participate in the CIS team approach to problem solving and service delivery
- Promote and maintain agency culture, standards, and systems
- Performs related duties as assigned by the Chief Finance Officer
What You Bring
- Associate degree or some college hours in accounting or business administration, or equivalent relevant work experience is required
- Minimum of one (1) year of experience performing payroll support or general ledger related duties in a professional setting is preferred
- Experience working with accounting and payroll software is preferred
- High level of attention to detail
- High level of discretion; ability to respect and maintain confidential information
- Ability to use computer applications such as spreadsheets, word processing, calendar, e-mail and database software
- Ability to monitor and maintain complex paper and electronic records and files related to payroll activities
- Ability to perform simple mathematical calculations
- Ability to comprehend and carry out complex oral and written instructions
- Knowledge of the fundamentals of office procedures and equipment
- Demonstrated initiative and resourcefulness, able to work with minimal supervision
- Excellent interpersonal and communication skills
- Able to work effectively in a multicultural team environment
- Maintain high level of confidentiality on all financial data
- Ability to work in a fast-paced environment with firm deadlines
Why Join CIS?
Communities In Schools of Central Texas is proud to be an equal opportunity employer.
