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Payroll & HR Coordinator
Payroll & HR CoordinatorIllumination Health + Home • Santa Ana, CA, US
Payroll & HR Coordinator

Payroll & HR Coordinator

Illumination Health + Home • Santa Ana, CA, US
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Job Description

Job Description

“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 Health + Home (IH+H) 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. IH+H currently has 13+ facilities with 22+ micro-communities scattered across Orange County, Los Angeles County and the Inland Empire.

Job Description

The Payroll & HR Coordinator at Illumination Health + Home plays a crucial role in ensuring accurate and timely semi-monthly payroll processing for 300+ employees. This position is responsible for maintaining payroll records, managing deductions, reconciling reports, and ensuring compliance with federal, state, and local payroll regulations. This role requires meticulous attention to detail, strong understanding of payroll systems and processes, and the ability to manage sensitive information with discretion. In addition to Payroll, the coordinator will provide essential support to the HR department, assisting with benefits administration, 401(k) coordination, and other HR functions as needed. 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 : $26.00 - $30.00 per hour , depending on experience. In office position  at our Santa Ana, California Corporate Office.

Responsibilities

Payroll Processing & Maintenance (Primary Function) :

  • 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, loans 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
  • Conduct benefits audits, reporting and reconciliation.
  • Administer employee benefits programs, including health, dental, vision, life insurance, retirement plans, etc.
  • Assist with annual open enrollment.

    • Payroll Reconciliation & Reporting :

  • Reconcile earnings, deductions and payroll totals.
  • Review payroll reports and correct discrepancies.
  • Compile payroll data for multiple worksites and complete multiple worksite reports.
  • Generate monthly reports for management, auditors and external agencies.

    • Employee Support & Communication :

  • Respond to payroll inquiries from employees regarding wages, deductions and benefits.
  • Address and resolve payroll related issues in a timely manner.
  • Serve as point of contact for benefit-related questions and escalate complex issues to HR Generalist.

    • Confidentiality & Compliance :

  • Maintain confidentiality of sensitive payroll and employee information
  • Ensure the payroll process adheres to company policies and legal requirements.

    • General HR Support :

  • Support HR team with onboarding and offboarding process
  • Perform administrative tasks related to payroll / HR operations.
  • Help maintain HRIS records and ensure data integrity
  • Support HR audits, compliance reporting and document management.
  • Assist with process improvements.
  • Perform appropriate duties as assigned by management

    • Preferred Experience / Minimum Qualifications

    Required :

  • Associate’s degree in Human Resources, Accounting, Business Administration, or 2–4 years of payroll processing experience.
  • Proficiency in UKG Ready (Kronos) or similar payroll / HRIS 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 semi-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 organizational, analytical and communication skills to assist employees with payroll inquiries.

    • Preferred :

  • 5+ years of payroll processing experience in a mid-to-large-size company.
  • Bachelor’s degree in a related field
  • Experience processing payroll for multiple worksites.
  • 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 Heatlh + Home (Kaiser and Blue Shield), depending on the plan
  • Dental and Vision Insurance
  • Life, AD&D and LTD Insurance funded 100% by Illumination Health + Home
  • 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 loan

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