Payroll & Procurement Coordinator

Payroll and Procurement Coordinator

Location: In-person / CIST Administrative Office / Austin, Texas

Employment Type
: 40 hours/week, Exempt

Reports to: Chief Finance Officer

Supervises: This position will not supervise

Starting Salary: $4,000 / month (contingent on experience)

Rooted in community for over 40 years,
Communities In Schools of Central Texas (CISCT) is a sophisticated 501(c)(3) nonprofit organization in Austin, Texas.
Communities In Schools (CIS) is a national organization that ensures every student has what they need to realize their full potential in school and beyond. At CISCT, our mission is simple: surround students with a community of support, empowering them to stay in school and achieve in life. We are a nearly $24 million organization serving tens of thousands of students annually across Central Texas.

The Payroll & Procurement Coordinator is a pivotal full‑time role based at the Central office, primarily focused on overseeing payroll processing for the organization. They are tasked with ensuring accurate and timely payroll disbursement while upholding compliance with relevant government regulations. This includes maintaining meticulous payroll records, generating necessary reports, and reconciling benefits. Furthermore, the Coordinator extends their support to the Finance Department, contributing to its seamless operation with a commitment to transparency and efficiency in all financial transactions.

In addition to their payroll responsibilities, the Payroll & Procurement Coordinator assumes a multifaceted role essential to organizational functions. Their duties span assessing and fulfilling procurement requests, managing inventory, coordinating travel and conference arrangements, and executing various administrative tasks. Demonstrating a proactive approach, they engage in vendor relationship management and actively seek opportunities to optimize costs in alignment with the organization's mission objectives.

Reporting directly to the Chief Finance Officer, the Payroll Coordinator collaborates closely with the Finance Team to uphold financial integrity and facilitate effective resource allocation throughout the organization.

This position is not eligible for the summer break.

• Implement, maintain, and review payroll processing and accounting systems to ensure timely and accurate processing of payroll transactions including salaries, benefits, garnishments, taxes, and other deductions
• Perform accurate and timely processing of payroll updates including new hires, terminations, and payroll adjustments including change in pay rates, deductions, and with holdings per HR report
• Maintain distribution codes to charge employees time to respective departments, sites, funds etc.
• Monitor timesheets for completion and accuracy
• Prepare and maintains accurate records and reports of payroll transactions
• Ensure compliance with federal, state, and local payroll, wage and hour laws and best practices
• Create and upload payroll ACH files
• Calculate taxes and submit deposits
• Prepare federal and state payroll reports (monthly, quarterly and annually)
• Reconcile monthly benefits invoices to current employees’ coverage/enrollment
• Review, verify and ensure proper accounting and accuracy for all payroll transactions, benefits, and accruals
• Respond to payroll-related inquiries and resolve concerns
• Monitor timesheets for accuracy and on-time submission
• Prepare retirement plan employer contribution schedules for all employees; electronically remitting employer and employee contributions
• Prepare year end employee W-2s
• Prepare and record assigned journal entries for monthly closing
• Reconcile specified general ledger accounts; review for accuracy and correct posting entries
• Facilitate audits by providing payroll records and documentation to auditors
• Participate in the CIS team approach to problem solving and service delivery
• Promote and maintain agency culture, standards, and systems
• Performs related duties as assigned by the Chief Finance Officer

• Process, maintain and monitor purchase and procurement requisitions and related documents
• Prepare proposals,…