Payroll & HR Coordinator

Department: Ministry Support

Reports to: Payroll Director

Status: Full-time, non-exempt (hourly)

Location: El Cajon, CA (on-site)

Shadow Mountain Community Church is looking for a detail-oriented, trustworthy Payroll & HR Coordinator to help care for our staff by making sure they are paid accurately and on time and that their records are handled well. You will process semi-monthly payroll in Paycom, keep employee records current, reconcile benefits, and be a friendly, confidential point of contact for staff payroll questions. Payroll is the primary focus of this role, however, since Payroll and HR work as one department, you will also be cross-trained to provide general HR support and backup coverage, so our small team can always step in for one another.

This role is a good fit for someone who enjoys numbers and accuracy, takes confidentiality seriously, and sees administrative work as a way to serve the ministry.

Key Responsibilities

Payroll

• Process semi-monthly payroll, including reviewing timekeeping and attendance records.
• Verify timesheets, investigate discrepancies, and work with supervisors to resolve them before payroll closes.
• Calculate and enter deductions, benefits, overtime, and other pay adjustments in line with California wage and hour rules.
• Manage direct deposits and issue manual or off-cycle checks when needed.
• Prepare payroll reports, summaries, and reconciliations.
• Support year-end tasks, including W-2 preparation, review, and distribution, and help with audit reconciliations.

Benefits & Employee Records

• Maintain employee data for new hires, terminations, and changes in status, pay, or position.
• Review new-hire payroll paperwork, such as W-4, DE 4, and direct deposit forms.
• Reconcile monthly benefits invoices against payroll deductions, work with the HR Director to resolve any discrepancies, and prepare the invoices for the HR Director's review and submission for payment.
• Help track leave balances, such as vacation and California paid sick leave.

Staff Support

• Answer staff questions about pay, deductions, benefits, and general HR matters promptly and with care.
• Support HR compliance tasks and projects, such as required postings, staff trainings, and policy updates. Be cross-trained in core HR processes and provide backup coverage for the HR Director when needed.
• Protect the confidentiality of all employee and payroll information.
• Other duties as assigned.

Required

• High school diploma or equivalent.
• At least 1–2 years of experience in payroll, bookkeeping, or a related administrative role.
• Working knowledge of Microsoft Office, especially Excel (for example, sorting, filtering, basic formulas, and reconciliations).
• Strong attention to detail and accuracy in data entry.
• Good organization and time management, with the ability to meet firm payroll deadlines.
• Clear, warm communication and good interpersonal skills.
• Discretion and integrity in handling confidential information.
• A vibrant personal faith in Jesus Christ, and a lifestyle consistent with Christian principles and the values of the church community.
• Ability to work collaboratively in a team-oriented environment, including a willingness to cross-train across payroll and HR functions.

Preferred

• Experience with Paycom (or ADP, Paychex, or a similar payroll system).
• Familiarity with California payroll rules, such as daily overtime, meal and rest breaks, and paid sick leave.
• Experience in HR administration, such as onboarding, I-9s, personnel files, or benefits enrollment.
• Experience in a church, ministry, or nonprofit setting.

Benefits

• Comprehensive health, dental, vision, and life insurance.
• 403(b) retirement plan with employer contributions.
• Paid vacation, sick leave, and holidays.
• Opportunities for professional development and advancement.