Senior Payroll Coordinator

Full-time • Competitive Pay & Benefits

About The Outreach Team

The Outreach Team is a firm that specializes in face-to-face canvassing. We partner with organizations working to solve some of the biggest problems facing our society -- from protecting human rights to fighting climate change -- and help them build the resources they need to make an impact. We are a people-powered enterprise; our campaigns are effective because we hire diverse teams of talented people, invest in our staff, and treat them well.  

The Senior Payroll Coordinator is a full time position for an experienced project and people manager who loves administration, data and technology. The position is remote within the U.S. and may involve 0-10 days per year of travel. 

Unfortunately we can’t hire people who would be working from these states: Alabama, Alaska, Hawaii, Idaho, Kansas, Missouri, Montana, North Dakota, South Dakota, Utah, West Virginia.
 

Responsibilities

Staff Management

• Hire and manage a small team of part-time administrative staff who will be responsible for assisting you with payroll processing tasks.
• Work with the Payroll Director  to determine expected workload needs. Hire and train new administrators as necessary.
• Develop and facilitate new staff trainings for your team
• Develop and execute regular meetings and training focused on skills, approaches and best practices relevant to each stage of the projects.
• Maintain high performance standards and provide ongoing feedback and evaluation to your staff.
• Hold staff accountable and have tough conversations when necessary
• Treat staff with empathy and respect and ensure the managers you supervise do the same.
• Build and maintain a team culture that centers equity and justice.

Project Management within your team

• Ensure your team manages payroll and administrative tasks with urgency, efficiency, and accuracy
• Ensure your team conducts daily checks to confirm data has been logged correctly
• Does weekly and daily checks to make sure everything done by hourly staff is on track and working
• Get to know and understand systems and drives use of the tools
• Manage, project and report on hours needed for backup, manage getting coverage when needed
• Work with the PA team to address any data quality issues discovered each payroll cycle, including working with finance to issue any needed pay corrections
• Provide back-up capacity on administrative forms and payroll as needed
• Help part time administrators troubleshoot ADP issues and train them on how to prevent or solve them in the future
• On call for assistance and back up for any needs or trouble shooting during and leading up to the payroll cycle (especially as it relates to ADP)

Project Management with Campaign Leadership

• Establish positive relationships and regular communication with project leadership to ensure the administrative functions of the project are running smoothly
• Manage biweekly payroll process for hourly staff, work with campaign leadership to ensure pay is accurate and on time
• Run group meetings with in office admin directors from all projects once per week
• Meet with in office admin directors 1 on 1 as needed
• Work with the campaign leadership to address any data quality issues discovered each payroll cycle
• Become an expert in payroll systems and drive use of the tools

Administration, Data & Tech accuracy and efficiency

• Overall oversight of the biweekly payroll process for hourly staff, ensuring that all paysheets are approved, uploaded into ADP, reviewed, and that pay and tax information in ADP is accurate.  
• Responsible for bottom lining the quality of data that is used for the payroll and benefits processes. 
• Drive development and innovation of administrative processes and systems
• Point person on development work as we further automate processes dealing with ADP and other parts of the recruitment, payroll and compliance processes
• Bottomline for cutting costs and increasing efficiency in hourly payroll processes, maintain and drive project list for improvements and upgrades
• Troubleshoot existing issues in our processes
• Help develop cleaner data in the upload processes in conjunction with the recruitment department
• Train admin and field staff on new systems or upgrades as we make more efficient or effective processes
• Answer questions as needed from the PA and Field teams to ensure processes and procedures are inline with company standards
• Be the go-to expert for any ADP questions regarding hourly onboarding, offboarding, and pay
• Setup for redundancy and admin self-sufficiency: Develop process docs, guides, and manuals for how to do all things in admin and new systems/processes

Misc

• Special projects
• Adjust responsibilities as we expand and contract, taking on the lion’s share of the part time administrative work during non-campaign times. 
• Support other people departments as needed.
• Manage library of process docs and trainings for administrative processes.

Qualifications

• At least three years of staff management experience, especially in payroll, campaigns, canvass operations, or field organizing.
• At least five years of project management experience, especially in operations and administration. 
• Fluency in G Suite, particularly Google Sheets
• Have a Project Manager/ Administrative mindset -- meaning you are organized, responsive, know how to create a thoughtful and thorough plan, and hit the deadlines you’ve outlined
• Extremely detail-oriented: you catch small and large errors that most people miss
• ADP experience preferred, but not required.
• Demonstrated experience centering equity and justice in your work

Compensation

This is a salaried position with a range of $55,000-$70,000 per year depending on experience.   We offer benefits including fully paid health care, vacation and sick days. 

Hours Expectations

This job follows the payroll cycle and so requires some weekend work. The Senior Payroll Coordinator should expect to work 6 days per week. They are expected to be fully working on Saturdays during campaign season and on-call on Saturdays during non-campaign season.

At The Outreach Team, we prioritize equity and inclusion. We are an equal opportunity employer and we strongly encourage Black, indigenous, people of color, women, people with previous felony convictions, members of the LGBTQIA+ community, and others who identify with underrepresented groups to apply. 

Please note: We want to hire people of all gender identities. This hiring platform (JazzHR) does not allow us to add in specific options for gender identities outside of the binary, but we are currently working with them to find a solution.