Payroll Specialist III

Payroll Specialist

The Payroll Department is responsible for the prompt distribution to VOALA employees of earned wages and salaries, calculates VOALA pension contribution, and posting of payroll and tax files in appropriate secured databases. Semi-monthly wages are paid via issuance of paychecks or electronic transfers to bank accounts. The department maintains payroll information through collection, calculation, and entering of data; updates payroll records by reviewing and approving changes in exemptions, insurance coverage, savings deductions, and job titles, and department/division transfers.

Duties and Responsibilities:

• Oversee electronic timekeeping program (NOVA Time, WFM or follow-on program), validating employee working hour entries.
• Train employees and supervisors on use of automated timekeeping process, duty expert on hardware and software, organization resource for timekeeping related questions.
• Provide leadership training to supervisors on their validation of work hours logged.
• Verify missing punches, pending timesheet approvals, and pending PTO with supervisors during payroll process.
• Verify OT and DT hours to make sure punches are inserted correctly during payroll process.
• Prepares migration of work hours to HRIS system (UltiPro) for to generate payroll.
• Oversee installation and maintenance of timeclocks.
• Advise Director of Strategic Finance on purchase of required clocks.
• Coordinate with Information Technology Department (IT) the installation and maintenance.
• Generates DT, LP and OT reports from timekeeping system as required.
• Assist in year-end reporting, preparation and delivery of W2 and 1095c.
• Assist and prepare semi-monthly payroll processing from HRIS system (UltiPro).
• Answer any pay/PTO related questions.
• Input W4s.
• Input Direct Deposits.
• Cut Manual, Replacement, Termination, and Resignation Checks.
• Run Detail Payroll Register for the Accountants.
• Run BI reports and customize existing BI reports to tailor payroll needs.
• Print out pay statements for Caregivers to pick up.
• Hand deliver paychecks as directed.
• Prepare and calculate VOALA Pension contribution by each end of fiscal year.
• Prepare and respond garnishment requests.
• Prepare and allocate system expenses (UltiPro & timekeeping system) allocation.
• Assist in verifying final check request information (Error Checking).
• Assist and prepare the final check.
• Other tasks as may be directed by Director of Strategic Finance.

Essential Ability Acknowledgement:

Ability to work and deal with difficult, uncooperative, and potentially aggressive clients as VOALA serves the neediest of the needy in our programs, which may include clients with homelessness, mental illness, substance abuse, recently released from incarceration, and other challenges.

Essential Duties:

• An essential function of this position requires incumbents to report to the office.
• Oversee installation, maintenance and operations of timekeeping system.
• Train leadership and employees on timekeeping system.
• Assist in year-end reporting, preparation and delivery of W2 and 1095c.
• Prepare and respond garnishment requests.
• Assist semi-monthly payroll preparation, generate required reports from HRIS, coordinate HR, Payroll and Accounting department efforts required for each payroll.
• Generate periodic payroll related reports and special reports as needed.
• Other duties as required and may be subject to change.

Mandated Reporter:

As service providers to the underprivileged and vulnerable in our community, all employees are considered Mandated Reporters, and must report any instance of physical or sexual abuse to proper authorities.

Qualifications:

Requirements:

• Must be able to pass a fingerprint clearance, background check, including criminal history, personal references, employment and education verifications.
• Ability to perform under circumstances of possible emotional stress and conflicts dealing with difficult, uncooperative, and potentially aggressive clients as VOALA serves the neediest of the needy in our programs which may include clients with homelessness, mental-illness, substance abuse, recently released from incarceration and other challenges.

Education:

• Associate's Degree

Experience:

• Four years' experience in a Payroll Department, or a Bachelor's degree and Two years' experience in a Payroll Department.

Preferred Qualifications:

• Bachelor's degree in Accounting or Business preferred.
• Previous experience using UltiPro HRIS software and time and attendance software (NOVA Time, WFM or follow-on program) is preferred.
• Familiar with Great Plain accounting software.