PAYROLL MANAGGER

NHA•San Diego, CA

About The Position

POSITION PURPOSE: Under the general supervision of the General Manager/CFO, the Payroll Manager administers and supervises the bi-weekly payroll functions of the organization, ensuring payroll is processed on time, accurately, and in compliance with federal, state, and local regulations; and guaranteeing accurate delivery of payroll paycheck distribution to the organization’s workforce. EXAMPLES OF ESSENTIAL DUTIES: The duties listed below are intended only as illustrations of various types 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 position. Manages, implements, maintains, and reviews the organization’s bi-weekly payroll processing to ensure timely and accurate processing of payroll transactions including salaries, benefits, garnishments, taxes, and other deductions; Manages all payroll functions within the organization’s HRIS system (i.e. payroll set-up, earnings codes, deduction codes, workers’ comp codes, employee payroll deductions, W-4 forms, direct deposit forms, 401k loan, etc.); Ensures accurate and timely processing of payroll updates, including new hires, changes to pay rates, status changes, and terminations; Prepares and maintains accurate payroll records and reports of payroll transactions; Ensures compliance with federal, state, and local payroll, wage, and hour laws and best practices; Manages, identifies and recommends updates to the organization’s payroll policies and procedures; Processes and reviews time keeping export file to resolve errors and ensures payroll checks are calculated in accordance with legal requirements and the organization’s policies; Verifies, reconciles, and edits the final payroll and reports; generates ACH file and live payroll checks; Processes and distributes payroll checks in accordance with the organization’s policies and procedures;Reconciles and submits bi-weekly tax deposits for federal and state withholdings; Manages new hire compliance reporting; Submits bi-weekly 401 (k) contributions to the organization’s Plan Administrator; Manages and processes employee manual checks issued outside of the normal bi-weekly process (i.e. terminations, separations, wage adjustments, underpayments, etc.); Generates standard management reports on leave balances and project labor costs and provides the monthly accrued leave liabilities report to the assigned Fiscal personnel;Manages, calculates, and processes special payroll transactions, such as retroactive pay adjustments, merit increases, and incentive pay;Processes reconciliation of the organization’s employee voluntary benefits; payroll deduction set up and maintenance (verify employee deductions, reconciliation, catch-up employee deductions); Manages and prepares employee mileage reimbursements; Responds to employee questions regarding payroll and benefits deductions by explaining requirements, policies, and procedures;Verifies earnings for unemployment insurance claims. Processes wage statements for workers’ compensation claims;Manages, processes, and reconciles employee wage liens and garnishments;Assists with reconciling and mailing quarterly and annual payroll and tax withholding reports to federal and state government agencies;Reconciles and files quarterly and year-end payroll tax withholding reports (941, DE-9, W-3, etc.);Reconciles, prepares, and mails annual employee W-2 forms;Responses to EDD monthly payroll reporting; Serves as the payroll representative for the organization’s single audit, 401(k) audit, workers’ comp audit, and County or State audits; provides any and all payroll records, documents, and reports requested by auditors; Generates, sorts, copies, and distributes standard payroll accounting reports and documents, and ad hoc reports as requested; Supervises assigned staff and conducts required performance reviews; Maybe required to carry out intricate analysis of report queries from the General Manager/CFO or President&CEO.

Requirements

Knowledge of: Association rules, procedures, and practices governing payroll and time reporting and related financial transactions.
Federal, state, and Association laws, regulations, rules, and guidelines applicable to timekeeping, payroll preparation, and pay reporting.
Basic accounting practices and procedures.
Methods, practices, documents, and terminology used in processing accounting transactions and in financial recordkeeping.
Fundamental accounting and internal control policies and procedures.
The Association’s Chart of Accounts, general ledger system, and associated practices and procedures for processing accounting information and interpreting input and output data.
Standard office practices and procedures.
The types, election choices, and employee costs for Association benefit plans.
Standard office practices and procedures, including filing and recordkeeping.
Basic principles and practices of business communication.
Ability to: Operate a computer and standard word processing and spreadsheet software and other standard office equipment.
Organize, set priorities and exercise sound judgment within established guidelines.
Interpret, apply and reach sound decisions in accordance with applicable laws, rules, regulations, policies and department procedures.
Make calculations and tabulations and review fiscal and related documents accurately and rapidly.
Understand and carry out written and oral instructions.
Prepare clear and accurate financial records, reports, and correspondence.
Exercise discretion at all times.
Collaborate with Human Resources (HR) and accounting teams.
Work effectively and courteously with Association staff, representatives of other agencies, vendors, and others encountered in the course of work.
graduation from high school or G.E.D. equivalent, and at least five (5) years of progressively responsible experience in the processing of a large, complex payroll, or an equivalent combination of training and experience.
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public, primarily in English; demonstrated written / oral communication skills.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to define problems, collect data, establish facts, and draw valid conclusions; ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Nice To Haves

College-level coursework in accounting and/or bookkeeping is highly desirable.
Bachelor’s degree in Business Administration is preferred.

Responsibilities

Manages, implements, maintains, and reviews the organization’s bi-weekly payroll processing to ensure timely and accurate processing of payroll transactions including salaries, benefits, garnishments, taxes, and other deductions
Manages all payroll functions within the organization’s HRIS system (i.e. payroll set-up, earnings codes, deduction codes, workers’ comp codes, employee payroll deductions, W-4 forms, direct deposit forms, 401k loan, etc.)
Ensures accurate and timely processing of payroll updates, including new hires, changes to pay rates, status changes, and terminations
Prepares and maintains accurate payroll records and reports of payroll transactions
Ensures compliance with federal, state, and local payroll, wage, and hour laws and best practices
Manages, identifies and recommends updates to the organization’s payroll policies and procedures
Processes and reviews time keeping export file to resolve errors and ensures payroll checks are calculated in accordance with legal requirements and the organization’s policies
Verifies, reconciles, and edits the final payroll and reports; generates ACH file and live payroll checks
Processes and distributes payroll checks in accordance with the organization’s policies and procedures
Reconciles and submits bi-weekly tax deposits for federal and state withholdings
Manages new hire compliance reporting
Submits bi-weekly 401 (k) contributions to the organization’s Plan Administrator
Manages and processes employee manual checks issued outside of the normal bi-weekly process (i.e. terminations, separations, wage adjustments, underpayments, etc.)
Generates standard management reports on leave balances and project labor costs and provides the monthly accrued leave liabilities report to the assigned Fiscal personnel
Manages, calculates, and processes special payroll transactions, such as retroactive pay adjustments, merit increases, and incentive pay
Processes reconciliation of the organization’s employee voluntary benefits; payroll deduction set up and maintenance (verify employee deductions, reconciliation, catch-up employee deductions)
Manages and prepares employee mileage reimbursements
Responds to employee questions regarding payroll and benefits deductions by explaining requirements, policies, and procedures
Verifies earnings for unemployment insurance claims.
Processes wage statements for workers’ compensation claims
Manages, processes, and reconciles employee wage liens and garnishments
Assists with reconciling and mailing quarterly and annual payroll and tax withholding reports to federal and state government agencies
Reconciles and files quarterly and year-end payroll tax withholding reports (941, DE-9, W-3, etc.)
Reconciles, prepares, and mails annual employee W-2 forms
Responses to EDD monthly payroll reporting
Serves as the payroll representative for the organization’s single audit, 401(k) audit, workers’ comp audit, and County or State audits; provides any and all payroll records, documents, and reports requested by auditors
Generates, sorts, copies, and distributes standard payroll accounting reports and documents, and ad hoc reports as requested
Supervises assigned staff and conducts required performance reviews
Maybe required to carry out intricate analysis of report queries from the General Manager/CFO or President&CEO.