Payroll Coordinator

afterschoolmatters; Chicago (IL); On-site; USD 40,000 - 50,000; Full time

Job summary

After School Matters in Chicago seeks a Payroll Coordinator with a strong data-focused approach to payroll preparation. The role requires precise data manipulation in Excel and collaboration with program staff to ensure accurate teen payments.

You will audit enrollment and attendance, manage timesheet data, and help with payroll changes for hires, terminations, and transfers. Experience with VLOOKUP, pivot tables, and direct deposit setup is essential.

Qualifications

• Bachelor’s degree or two years of related (data manipulation or payroll) work experience required; high school diploma or equivalency required.
• Experience using Microsoft Excel (vlookup, pivot tables, sorting/filtering data, etc.) is required.

Responsibilities

• Audit teen enrollment and attendance data in preparation for payroll.
• Run reports and manipulate data to verify social security numbers; identify duplicate social security numbers and work with staff, teens and parents to correct information.
• Audit instructor timesheet data in preparation for payroll.
• Review timesheet entries and work with staff and instructors to correct timesheet details.
• Make changes in the payroll system to accurately capture new hires, rehires, terminations, and transfers between program sessions.
• Enroll teens in their preferred payment method by uploading direct deposit and pay card data.
• Assist with sorting and distributing pay checks.
• Prepare and distribute pay status reports to teens, instructors, and staff.
• Maintain a log of outstanding checks, including returned checks and expired checks.
• Assist in the distribution of the 1099s and W-2s.
• Facilitate meetings with Program staff to review stipend schedules, deadlines, and explain existing processes related to teen pay.
• Support the Teen Stipend Hotline, Zendesk, and Payroll department inbox by responding to inquiries regarding teen pay and instructor timesheet data with speed, accuracy and professionalism
• Other duties as assigned

Skills

Excel

Pivot tables

VLOOKUP

Data auditing

Attention to detail

Customer service

Communication

Education

Bachelor’s degree or two years related experience

Tools

VLOOKUP

Pivot tables

Sorting/filtering data

Job description

Summary of Position:

The Payroll Coordinator role is different from a typical payroll role as it is heavily focused on data manipulation and analysis. Teens participating in After School Matters programs either earn a stipend for their participation or earn an hourly wage. The Payroll Service Coordinator will use various functions in Microsoft Excel (such as VLOOKUP, pivot tables, sorting/filtering, etc.) in order to prepare our teen participant payroll data for our analysts who will run the payroll. This crucial role will ensure data accuracy, which is essential for teens to be paid properly.

The Payroll Service Coordinator will use various functions in Microsoft Excel (such as VLOOKUP, pivot tables, sorting/filtering, etc.) in order to prepare our teen participant payroll data for our analysts who will run the payroll. This crucial role will ensure data accuracy, which is essential for teens to be paid properly.

Major Duties and Responsibilities:

Preparing teen data:

• Audit teen enrollment and attendance data in preparation for payroll

• Run reports and manipulate data to verify social security numbers; identify duplicate social security numbers and work with staff, teens and parents to correct information

Supporting instructor data:

• Audit instructor timesheet data in preparation for payroll

• Review timesheet entries and work with staff and instructors to correct timesheet details

Changing data in the payroll system:

• Make changes in the payroll system to accurately capture new hires, rehires, terminations, and transfers between program sessions

• Enroll teens in their preferred payment method by uploading direct deposit and pay card data

Payroll delivery and customer service:

• Assist with sorting and distributing pay checks

• Prepare and distribute pay status reports to teens, instructors, and staff

• Maintain a log of outstanding checks, including returned checks and expired checks

• Assist in the distribution of the 1099s and W-2s

• Facilitate meetings with Program staff to review stipend schedules, deadlines, and explain existing processes related to teen pay

• Support the Teen Stipend Hotline, Zendesk, and Payroll department inbox by responding to inquiries regarding teen pay and instructor timesheet data with speed, accuracy and professionalism

Other duties as assigned

Supervisory Responsibilities:

• Supervise 1-3 seasonal interns

Physical Demands:

The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to work on a computer for long periods of time.

• Must be able to sit for long periods of time.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is not exposed to weather conditions.

• The noise level in the work environment is usually moderate.

Knowledge, Skills and Abilities:

• Strong working knowledge of Microsoft Office Word and Excel including pivot tables and v-lookups

• Exceptional analytical and problem-solving skills

• Ability to compile, enter, audit and verify data

• Highly detailed oriented

• Ability to multi-task and adjust to rapidly changing priorities in order to address and resolve the most critical and sensitive issues on a timely basis

• Strong orientation to customer service in a fast-paced, high-energy environment

• Ability to clearly communicate detailed information to a variety of stakeholders

• Energetic team player who works well in collaborative situations

• Ability to work independently and take ownership of projects

Qualifications:

• Bachelor’s degree or two years of related (data manipulation or payroll) work experience required; high school diploma or equivalency required

• Experience using Microsoft Excel (vlookup, pivot tables, sorting/filtering data, etc.) is required.

• Cook County residency required

Additional Requirements:

Staff are required to provide proof of COVID-19 Vaccination or have an approved medical or sincerely held religious beliefs exemption prior to starting employment. If a medical or sincerely held religious belief exemption is approved, weekly Polymerase Chain Reaction (PCR) testing is required part of any reasonable accommodation.

Compensation:

$40,000-$50,000

About Us:

After School Matters is a Chicago-based nonprofit organization that annually offers after-school and summer programs to nearly 19,000 Chicago high school teens to explore and develop their talents while gaining critical skills that will set them up for success in college and beyond. Thirty-five years later, now known as After School Matters, our program has engaged more than 450,000 Chicago teens and is the nation’s largest and most successful provider of after-school and summer programs for high school teens. No other organization offers programs to high school students at the scale and quality that we do. We offer paid apprenticeships led by professionals in the fields of arts, communications and leadership, sports, and STEM (Science, Technology, Engineering, and Math). Our nationally respected youth development model has been replicated in cities across the country and earned us the City Livability Award from the U.S. Conference of Mayors. Programs take place at community locations throughout the city, including four ASM buildings: downtown at Orleans in Cabrini-Green, the Michael and Karyn Lutz Center in Belmont Cragin, and the Pullman community at Gately Park. Currently, After School Matters' annual operating budget is approximately $48M and employs approximately 500 staff across the organization. For more information, visit www.afterschoolmatters.org.

EEO: AfterSchool Matters is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, religion, sex, sexual orientation, gender identity, disability, protected veteran status, military discharge status, age, marital status, parental status, or source of income.