PAYROLL ADMINISTRATOR

Non-Exempt ~ Full-time

Hiring Range: $27.50 – $32.50 per hour

General Responsibilities: Under the direct supervision of the Director of Finance and Compliance for Payroll and Accounting duties; the Payroll Administrator is responsible for all payroll processing and reposting, deposit recording, credit card transactions, gift card inventory and petty cash/cash equivalents. The Payroll Administrator will develop and maintain a thorough understanding of all laws and legal requirements for payroll and payroll-related activities, as well as credit card transactions, and ensure compliance.

General Requirements:  Bachelor’s level of conceptual thinking with three years progressively increasing fiscal responsibilities.  Knowledge of accounting software. Ability to prioritize tasks and work with deadlines, detail oriented. Willingness to learn the Payroll and Accounting system used by the agency.

AREAS OF RESPONSIBILITY:

1. Payroll Tasks
2. Audit, update and maintain payroll software and records; input new employee information; process changes for position, pay rate, hours scheduled, and all benefits and deductions.
3. Process direct deposit payroll and payroll disbursements; and all final paychecks for departing employees; verify all final pay and payout information; transfer funds from general checking to payroll to cover wages, salaries, tax payments, and deductions.
4. Process payroll tax deposits, quarterly and annual payroll tax returns, and Employee W-2s.
5. Process payroll deductions for credit union, pretax and retirement plans, reconcile and remit payment.
6. Process involuntary deductions such as levies and garnishments, reconcile and remit payment.
7. Monitor employee timesheets for accuracy; update employee sick, vacation and holiday time, verify accuracy of accruals; and provide regular sick/vacation/floating holiday balances to Managers.
8. Prepare required reporting forms and schedules for 403b plan and cafeteria 125 plan compliance testing, and be available for audits.
9. Report Worker’s Compensation Payroll online to W/C insurer monthly, process payment & remit.
10. Prepare schedules for annual Workers Compensation Benefit Audit, and be available for audit.
11. Provide payroll information as requested by independent auditor during annual agency audit.
12. Complete all payroll information questionnaires requested by external authorities, as well as those requested by credit sources when authorized by the employee.
13. Train new hires on logging work hours and on creating timesheets correctly.

1. Credit Card Applications Tasks
2. Acts as agency liaison with merchant card companies.
3. Sets up, implements, updates and maintains virtual merchant card transaction terminals.

PAYROLL ADMINISTRATOR

Non-Exempt ~ Full-time

1. Inputs, updates and maintains virtual merchant card terminal customer files, responds to customer questions, problems, and change requests.
2. Work closely with the Computer Technician to maintain Payment Card Industry Data Security Standard compliance.
3. Analyzes and verifies monthly merchant card statements.
4. Downloads transaction reports for entry into Exceed donor database and accounting software.
5. Receives and records all gift card donations and/or gift vouchers for client assistance. Follows protocol to issue gift cards and record usage. Maintain an accurate inventory of gift cards at all times.

• Accounting Tasks

1. Maintain all files for deposits.
2. Code and post all non-government cash receipts deposits to the general ledger; match deposits to Exceed reports. Record and post all contract receivables deposits via the accounts receivable module.
3. Assist with processing Accounts Payable duties when Office Manager is out.
4. Provide copies of deposit files and accounts payable documentation as required to external auditors and monitors as directed by the Director of Finance and Compliance.

1. GENERAL TASKS
2. Attends staff meetings and agency events as needed.
3. Have a valid California Driver’s License and an insured automobile that the employee will use as necessary for agency related business.
4. Must maintain a good Motor Vehicle Record (MVR) in order to be able to drive for the agency.
5. OTHER TASKS AS ASSIGNED BY THE DIRECTOR OF FINANCE AND COMPLIANCE AND/OR THE EXECUTIVE DIRECTOR WITHIN THE SCOPE OF TRI-VALLEY HAVEN’S MISSION.

VII.      ADA ESSENTIAL TASKS

1. Working in high stress situations
2. Good reading vision
3. Sitting
4. Walking
5. Good communication skills
6. Specific knowledge or education
7. Learning ability
8. Operation of motor vehicle
9. Good distance vision
10. Ability to speak clearly
11. Ability to discriminate speech, including phone speech
12. Reasoning and thinking skills
13. Ability to problem solve
14. Keyboarding and computer skills
15. Lifting 10 to 20 pounds
16. Carrying 10 to 20 pounds