The posting
"Please note that Jackson Walker is not currently accepting search firm submissions in connection with this opening."
Department: Payroll/HRIS
Reports To: Director of Payroll & HRIS
FLSA Status: Non-Exempt
POSITION SUMMARY:
The Payroll Coordinator supports the Firm’s payroll and timekeeping operations. This position assists with payroll processing and review, monitors time-entry exceptions, trains employees and direct supervisors, prepares reports, and responds to routine payroll and ExponentHR questions. The Payroll Coordinator works with employees, supervisors, Human Resources, Benefits, Accounting, Finance, and other departments to support accurate, timely payroll processing.
This is a non-supervisory position that provides coverage for recurring payroll, training, employee support, and departmental activities.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Payroll Processing and Review
- Assist with the preparation, processing, funding, and review of semi-monthly, monthly, off-cycle, bonus, profit-sharing, and other special payroll runs.
- Enter and validate approved payroll adjustments, supplemental compensation, deductions, reimbursements, taxable benefits, and other transactions.
- Review payroll reports and supporting documentation for accuracy, completeness, and appropriate authorization.
- Confirm that new hires, terminations, leaves, compensation changes, and other payroll-impacting events are reflected in the appropriate payroll cycle.
- Assist with payroll reconciliations, funding notifications, vendor payments, general ledger support, record retention, and audit documentation.
- Maintain organized payroll files in accordance with departmental procedures and confidentiality requirements.
Timekeeping and Exception Review
- Perform Payroll’s centralized review of employee time and payroll exceptions as a secondary control following employee entry and direct supervisor review.
- Run and review reports for missing or short time, overtime, overtime allocations, billable overtime coding, make-up time, notes, and other payroll-impacting exceptions.
- Review timecards for required hours, leave entries, overtime coding, timekeeper identification, notes, and allocations.
- Notify employees or direct supervisors of discrepancies and follow up on corrections before payroll deadlines.
- Track unresolved issues and escalate them when needed.
- Support final payroll review by confirming that outstanding time entries, approvals, employee changes, leave activity, and exceptions have been addressed.
- Share recurring errors or process gaps with the Payroll & HRIS team to support improvements to reporting, training, and controls.
Direct Supervisor Training and Support
- Conduct scheduled training for direct supervisors on reviewing and approving employee time in ExponentHR.
- Explain supervisor review expectations for schedules, hours worked, leave, overtime, notes, coding, allocations, and approval deadlines.
- Provide hands-on assistance during initial approval cycles and respond to routine questions thereafter.
- Help supervisors navigate the system, address timecard discrepancies, and follow up on corrections while maintaining Payroll’s secondary review.
- Develop and update supervisor job aids, training guides, examples, and reference materials.
Employee Training and Support
- Train new exempt and non-exempt employees on payroll procedures, ExponentHR self-service, and time-entry expectations.
- Respond to routine questions about pay statements, deductions, direct deposit, tax withholding, time entry, overtime, leave entry, and system navigation.
- Help employees understand and complete required corrections before payroll deadlines.
- Prepare and maintain employee instructions, job aids, frequently asked questions, and other training resources.
- Escalate complex, sensitive, compliance-related, or policy interpretation questions to the appropriate Payroll & HRIS team member.
Reporting and Department Support
- Prepare and distribute recurring payroll and timekeeping reports and communications according to the departmental schedule.
- Assist with data collection, validation, and reporting for projects involving Human Resources, Recruiting, Accounting, Benefits, Performance Management, Marketing, and Professional Development.
- Maintain payroll procedures, checklists, training materials, and standard operating documentation.
- Provide coverage during team absences, peak payroll periods, training, and special projects.
- Protect confidential payroll, compensation, tax, banking, and employee information.
- Perform other payroll and HRIS duties and projects as assigned.
QUALIFICATIONS:
- High school diploma or equivalent required. College degree from accredited college in related field preferred.
- Minimum of two years of experience in payroll, accounting, human resources, or related administrative work involving detailed records, deadlines, and confidential information.
- Experience using business systems and Microsoft Office applications, particularly Outlook, Word, and Excel.
- Working knowledge of payroll administration, timekeeping, and basic wage and hour requirements.
- Ability to review detailed information, identify discrepancies, and follow issues through resolution.
- Strong organization, accuracy, customer service, and communication skills.
- Ability to train and assist employees and supervisors clearly and professionally while maintaining confidentiality.
- Fundamental Payroll Certification (FPC) or willingness to pursue payroll certification preferred.
- Experience with payroll processing, timekeeping, HRIS applications, employee training, reporting, or reconciliations preferred.
- Experience with ExponentHR or a comparable payroll and HRIS platform preferred.
WORK CONDITIONS:
This position operates in a professional office environment and routinely requires the use of a computer, telephone, and other standard office equipment. The role requires prolonged periods of sitting while performing detailed work, as well as repetitive keyboarding and data-entry activities. The employee must occasionally lift and carry files, reports, or other materials weighing up to 20 pounds.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.
We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, veteran status, sexual orientation, gender identity, marital status, pregnancy, genetic information, or any other characteristic protected by law and will not be discriminated against on the basis of disability. It is our intention that all qualified applicants are given equal opportunity and that employment decisions be based on job-related factors.
