Payroll Coordinator

Payroll Coordinator

Conservation International protects nature for the benefit of humanity. Through science, policy, fieldwork, and finance, we spotlight and secure the most important places in nature for the climate, biodiversity, and for people. With offices in 30 countries and projects in more than 100 countries, Conservation International partners with governments, companies, civil society, Indigenous peoples, and local communities to help people and nature thrive together.

POSITION SUMMARY - This position is based in Arlington, VA

The Payroll Coordinator performs all activities necessary to accurately process payroll for CI’s Headquarters staff, and International Assignee employees. The Payroll Coordinator also assists with other accounting functions. This position will report directly to the Payroll Manager.

Under the direction of the Payroll Manager, the Payroll Coordinator will complete the following duties: audit and process timesheet data, manually enter into ADP payroll deductions, tax withholdings and other related data, maintain records, and assist in preparing accounting transactions. The Payroll Coordinator will assist with the preparation of monthly payroll liability journal entries, payroll adjusting entries, and reclass entries. Additional responsibilities include the preparation of wire payment requests, invoice processing, generating and updating
reports post payroll, the creation of process documents, pulling supporting documentation for audit, assisting in state registrations and ensuring compliance, preparation of payroll-related account reconciliations, presenting at new hire orientation, and general support to the finance team and other duties as assigned.

The Payroll Coordinator will also work with personnel in other departments including Human Resources, as well as Program Operations. The Coordinator is expected to be able to work directly with these departments on regular tasks (e.g. timesheet training, reviewing HR/Payroll changes) with excellent communication and customer service skills. The Coordinator will also be required to communicate with ADP for any troubleshooting issues or updates as it relates to processing payroll.

RESPONSIBILITIES

• Review and approval of timesheets, auditing timesheet data against CI policies, following up with staff on the submission and approval of timesheets, uploading timesheet hours to ADP.
• Payroll processing data entry into ADP, including coordinating with Human Resources and the Payroll Manager on new hires, terminations, updates to current employees, benefit and deduction changes, and tax form changes.
• Post payroll reporting and assistance with preparation of monthly journal entries, reclasses, and reconciliations.
• Update wire request templates, monthly wage reporting for international assignees, and other required reporting.
• Responding to general Payroll questions from CI employees, assist with training of new hires on timesheet entry, assist with ongoing timesheet training for US staff.
• Primary responsibility for pulling support for audit requests and other accounting documents.
• Other accounting duties as needed.

WORKING CONDITIONS

• Normal office environment.
• List any unique conditions, including how much travel (domestic and international) is expected, if the position requires heavy lifting, diving certification, climbing, etc.
• This position follows a hybrid work structure, working some days from the office and some remotely. Guidance will be shared during the interview process.

QUALIFICATIONS

Required

• 2 to 4 years of payroll processing experience.
• Basic knowledge and understanding of federal, state, and local wages, overtime, tax, and deduction regulations.
• Good communication skills, customer service-driven attitude, tact, discretion, and dependability.
• Careful attention to detail.
• High degree of sensitivity to payroll-related deadlines and commitment to ensure all deadlines are met.
• Ability to troubleshoot system issues and confidence to work directly with technical support.

Preferred

• Bachelor’s degree in accounting, finance, or related degree required, or an equivalent combination of education and experience.
• Experience with Excel advanced functions strongly.

To apply for this position please submit a resume and cover letter.

See all Conservation International Career Opportunities HERE

Conservation International is an equal opportunity, affirmative action, and Diversity, Equity, Inclusion, and Accessibility-committed employer. We are proud to have a diverse, global workforce where employment decisions are based on qualifications, experience, position requirements, business needs, market conditions, merit, and other legitimate nondiscriminatory factors.

As a science-based organization, CI follows CDC recommendations for COVID-19 and other vaccines. Accordingly, for the health and safety of our employees, their families, and our community, subject to applicable local law, all Conservation International staff are expected to be vaccinated against COVID-19. However, vaccination is no longer a mandate or condition of employment and employees are not required to provide proof of vaccination. This means we will not require an individual to be vaccinated to enter a CI office, attend CI events or travel on CI-related trips. This applies for our community partners as well. This vaccine expectation applies to all team members working remotely, in a hybrid work arrangement, and on-site. Job applicants are NOT required to state their COVID-19 vaccine status in their application.