Payroll Specialist

Chula Vista, CA, United States

Hourly range: $25.00 - $30.00

Full Time: 40 hours per week MAAC Story Since 1965, MAAC has been maximizing self-sufficiency with families and individuals through high-quality programs and advocacy in our communities. MAAC employs dedicated staff who provide life-changing services to thousands of individuals annually through programs in five core focus areas: Education, Economic Development, Health & Wellbeing, Housing, and Advocacy & Leadership Development. Through a wide variety of programs, MAAC has grown to become one of the largest nonprofit social service organizations in the community. Learn more about the great things happening with MAAC at http://www.maacproject.org/ .

DEFINITION Under general supervision, provides support to submit bi-weekly payroll. P erforms a variety of technical support, administrative duties, leave administration, and other finance support functions. In cumbents are responsible for the set-up of all taxes, court-ordered garnishments, deductions, and payroll adjustments; processing off-cycle pay runs and voids; and performing data entry, verification, and correction of the payroll system. The Payroll Specialist uses knowledge of standard payroll office practices, tax, MAAC fiscal policies, procedures, and union contract provisions.

ESSENTIAL DUTIES AND RESPONSIBILITIES The duties listed below are only illustrations of the variety of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this class.

Analyzes, verifies, audits, edits, and prepares bi-weekly payroll information, and enters data into Paycor.

Enters, updates, edits, and maintains deductions, leave accrual plans, and union dues

Records hours worked, overtime, and leaves of absence.

Maintains payroll records, logs, and files for assigned employee groups.

Identifies and works with appropriate departments and/or supervisors to resolve timesheet errors and other discrepancies.

Participates in transmitting direct deposit information and in printing and coordinating the distribution of checks.

Receives and processes approved requests for final checks for terminating employees, or supplemental pay runs.

Receives, validates, and processes wage garnishments

Maintains, verifies, and corrects balances of annual, sick, and other leave credits.

Ensures transactions comply with all governing federal and state laws and regulations and the Memorandum of Understanding with the Union if applicable.

Participates in interdepartmental relationships with Human Resources and Accounting to maintain accurate payroll records and data entry.

Reconciles payroll reports to deduction invoices for benefits, retirement contributions, etc.

Prepares audit materials for a variety of internal and external auditors.

Assists the Chief Financial Officer, Controller, and Human Resources Department by compiling financial information for budgetary and labor relations purposes.

Processes a variety of payroll-related forms and reports including employment verification, worker's compensation wage statements, unemployment claims, and other state-required forms.

Assists in regulatory filings including, but not limited to, 941, DE-6, DE-7, and W2.

Performs other related duties as assigned.

QUALIFICATIONS AND SKILLS Knowledge of : Payroll and personnel terminology, practices, and procedures.

Payroll preparation and accounting methods.

Management Policies and Procedures.

Paycor

Federal and State tax withholding requirements.

IRS regulations regarding liens, levies, and garnishments.

Fair Labor Standards Act.

Principles and practices of sound business communication.

Standard business software, including word processing and spreadsheets.

Recordkeeping and filing practices and procedures.

Protecting personal identifying information.

Basic research methods and data analysis techniques.

Policies, procedures, state and federal laws and regulations, and union contract provisions applicable to the administration of payroll, time reporting, and benefit plans.

Ability to: Interpret, understand, and process Federal and State tax withholding forms.

Prioritize, schedule, and process payroll items to meet frequent and cyclical deadlines.

Perform the set-up of garnishments, tax withholdings, and employee-approved deductions.

Post and adjust payroll records.

Use Microsoft Excel at an intermediate to advanced level with an understanding to create pivot tables, use formulas, and analyze data sources amongst other tasks.

Reconcile differences within the payroll system using appropriate mathematical and research methods.

Use Paycor proficiently.

Prepare clear, concise, and accurate reports, e-mails, memos, and other written materials.

Operate office equipment including telephone, photocopier, calculator/adding machine, computer, and fax machine.

Utilize Microsoft Office suite, Microsoft Teams, Paycor, MIP, and external databases related to payroll functions.

Establish effective working relationships with management, employees, union representatives, and the public representing diverse cultures and backgrounds.

Communicate effectively with a variety of individuals representing diverse cultures and backgrounds.

Function calmly, and exercise tact and diplomacy when dealing with sensitive, complex, and confidential personnel issues and employee situations.

Organize, set priorities, and exercise sound independent judgment within areas of assigned responsibility.

Interpret, apply, explain, and reach sound decisions per MAAC policies, procedures, and labor contract provisions.

Make calculations and tabulations and review timekeeping and related documents accurately and rapidly.

Understand and follow instructions including written, oral, and checklists

Organize and maintain confidential files in compliance with MAAC policy and applicable laws and regulations.

EDUCATION/EXPERIENCE/CERTIFICATION: Completion of 12 semester units of college courses from an accredited college or university in accounting, business administration or related field.

Four (4) years of professional payroll or accounting experience working with automated payroll/timekeeping system or an equivalent combination of training and experience VALUE-BASED BEHAVIORS

Listens attentively to others. Asks clarifying questions to gain a better understanding of the other person’s views and underlying assumptions

Works effectively in a team environment and actively participates in joint problem solving; willingly cooperates with co-workers

Identifies and takes advantage of opportunities for personal and professional development

Attends work consistently and punctually. Arrives to meetings prepared and on time; honors work commitments; follows through on what was agreed upon; meets deadlines

Honors the private and confidential matters of co-workers. Protects the proprietary information of MAAC systems

Follows rules, regulations, and policies; positively contributes to implementing changes

Deals with issues directly, in a respectful and timely manner. Focuses on resolving the issue while not criticizing the person. Follows rules, regulations, and policies; positively contributes to implementing changes

HEALTH STATUS

Must have a physical examination, TB clearance and a drug screen by a doctor/clinic designated by MAAC as well as immunization records for influenza*, pertussis and measles as required by state and federal regulations prior to the first day of employment.

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this class, an employee is regularly required to stand, walk and sit, talk or hear both in person and by telephone, uses hands to finger, handle or feel objects or controls, reach with hands and arms. An employee also is regularly required to stoop, kneel, bend, crouch or crawl, climb or balance and lift up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, color vision and the ability to adjust focus.

Mental Demands

While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read and interpret information; analyze and solve problems; observe and interpret people and situations; use basic math; learn and apply new information or skills; work under intensive deadlines and interact with MAAC management, administrators, staff, teachers, parents, family members, children and others encountered in the course of work.

BACKGROUND CLEARANCE

All positions are subject to a background/education check, DMV check, NSOR, exclusion and debarment checks prior to hire and periodically throughout employment as required by various funding sources.

Note: California Start law requires background criminal checks on anyone who works in a licensed childcare facility who is not a client. Must have or obtain a current criminal background check clearance, signed criminal record statement, and signed Acknowledgement to Report Child Abuse form prior to the first day of employment.

TRANSPORTATION

Must have and maintain a valid California Driver’s License, daily use of a personal, insured vehicle, and have and maintain a motor vehicle driving record acceptable to MAAC’s insurance carrier. Incumbents will be enrolled in the California DMV Pull Program.

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