Payroll Training and Operations Coordinator

Job description

Payroll Training & Operations 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 Payroll Training & Operations Coordinator is a full time position for an experienced project and people manager who loves administration, data, technology, and training.The position is remote within the U.S. and involves significant travel to conduct in-person trainings for launches and other priority trainings (ranging from approximately 1 week per month during off-cycle months up to every week during peak months). 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

Training and Development

• Lead all training for new Admin Directors across the country during office launches
• Develop and facilitate comprehensive training programs including Basic Admin Training, Payroll Training, and FPOW Training
• Shadow and provide hands-on training with new Admin Directors during their first payroll cycle
• Create and maintain training materials, process documentation, and guides for administrative processes
• Train new Payroll Associates and, if applicable, oversee their transition to specialized teams
• Establish positive relationships with project leadership to ensure smooth administrative functions
• Continually evaluate and improve training programs to ensure trainees successfully learn the content and can apply it effectively

Staff Management

• Hire and manage a team of Payroll Associates who will be responsible for onboarding, off-boarding, and transfers for all staff
• Develop Team Lead roles for discrete task PAs when the team grows beyond 3 members
• Conduct daily huddles with PAs to drive work and ensure accountability
• Hold weekly 1:1 meetings with direct report PAs
• Maintain high performance standards and provide ongoing feedback and evaluation
• Hold staff accountable and have tough conversations when necessary
• Treat staff with empathy and respect and ensure the Team Leads you supervise do the same
• Build and maintain a team culture that centers equity and justice
• Ensure all PAs have appropriate shift coverage (including weekends and all active timezones)
• Forecast staffing needs based on campaign growth projections and seasonal demands
• Develop strategic hiring plans to ensure adequate staffing during peak periods
• Create contingency plans for rapid scaling when campaign needs suddenly increase
• Design flexible team structures that can quickly adapt to changing operational requirements

Process Management and Innovation

• Drive goals around onboarding, offboarding, and transfers, and their associated turnaround times
• Innovate around potential efficiencies in payroll processes
• Ensure your team manages payroll and administrative tasks with urgency, efficiency, and accuracy
• Oversee centralized tasks including managing the Payroll Inbox and Hourly Specialists
• Act in the role of Senior Payroll Coordinator for long-term offices during non-peak times (if applicable)
• Ensure your team conducts daily checks to confirm data has been logged correctly
• Perform weekly and daily checks to make sure everything done by hourly staff is on track
• Become an expert in payroll systems and drive use of the tools
• Manage, project and report on hours needed for backup, manage getting coverage when needed
• Lead and execute special projects for the admin team and The Outreach Team in general
• Identify bottlenecks in processes that could impede rapid scaling and develop solutions
• Create systems that can efficiently handle fluctuations in workload volume

Administration, Data & Tech accuracy and efficiency

• Work with Admin, Recruitment and Systems teams to ensure quality of new hire packets and data for onboarding
• Oversee the discrete task portions of the biweekly payroll process for hourly staff including onboarding, offboarding, and transfers
• Responsible for bottom lining the quality of data used for the payroll processes
• Drive development and innovation of administrative processes and systems
• Point person on development work to further automate processes dealing with ADP and other parts of the recruitment, onboarding, payroll and compliance processes
• Bottomline for cutting costs and increasing efficiency in hourly payroll processes
• 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
• Work with team members, Recruitment and Systems teams, as well as directly with new hires, to ensure and improve quality of data
• Ensure proper coding of hourly employees with appropriate state and local tax codes
• Ensure streamlined processes for adding new staff to company systems (GSuite, Slack, etc)
• Develop scalable documentation and processes that allow for rapid team expansion
• Implement metrics and monitoring systems to identify when additional capacity is needed

Qualifications

Must-haves

• At least five years of staff management and team building experience, especially in campaigns, canvass operations, or field organizing
• At least five years of project management experience, especially in operations and administration
• Demonstrated experience in training and developing staff; Excellent Team Builder
• Significant experience designing and delivering effective training programs
• Fluency in G Suite, particularly Google Sheets
• Project Manager/Administrative mindset – being organized, responsive, able to create thoughtful and thorough plans, and consistently hit outlined deadlines
• Extremely detail-oriented: ability to catch small and large errors that most people miss
• Demonstrated experience centering equity and justice in your work
• Ability to manage multiple priorities and adapt to changing circumstances
• Strong communication skills and ability to explain complex processes clearly
• Experience scaling teams and operations to meet growth demands
• Proven ability to forecast resource needs and staff accordingly

Nice-to-haves

• ADP experience
• Experience with payroll systems and processes
• Background in managing remote teams
• Experience with troubleshooting technical issues related to HR systems
• Experience developing training materials for different learning styles
• Success in building teams that can quickly scale up or pivot as organizational needs change

Compensation

This is a salaried position with a range of $52,600-$67,600 per year depending on experience. We offer benefits including fully paid health care, vacation and sick days. This role is a Specialist 1 position, responsibility level 1. This job will start with a few months of being in the part time role of Payroll Associate ($22/hr) so you can learn by being in the role you will oversee. You will move into the full time Payroll Training & Operations Coordinator when it is time for us to scale up.

Hours Expectations

This job follows the payroll cycle and requires weekend work. The Payroll Training & Operations Coordinator should expect to work 5-6 days per week with full workdays on Tuesday thru Saturday. In the training months that you work as a Payroll Associate you will work 15-20 hours per week, or as needed depending on campaigns.

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.