Payroll Administrator

Job Description

Job Description

Job Description

SUMMARY

The purpose of this position is to manage and oversee the bi-weekly payroll for all employees at DHC, ensuring accuracy, compliance, and adherence to applicable federal, state and HUD regulations. The position administers payroll processes, analyzes payroll data, and implements procedures and controls to support the Finance Department’s operational and compliance objectives.

EDUCATIONAL REQUIREMENTS 

• Bachelor’s degreein a related field, preferred

EXPERIENCE REQUIREMENTS

• Threeor more years of relevant payroll processing experience.
• Experience in processing Bi-Weekly pay frequencies.
• ADP Workforce experience highly preferred
• Public sector experience is preferred

OTHER REQUIREMENTS

• Must pass federal, state, and local criminal investigation clearances, and pass a drug screening test administered by the Commission or its designated provider
• Must be bondable and have a satisfactory work history
• Must have or be able toacquirea valid state driver’s license.
• Must beinsurableunder the agency’s insurance policy and meet State insurance minimum requirements.

REQUIRED KNOWLEDGE 

• Knowledge of multi-state payroll, FLSA, IRS, Federal & State regulations.
• Knowledge of accounting principles and internal controls for financial reporting.
• Knowledge of time and attendance requirements, payrollregulationsandtaxreporting procedures
• Knowledge of Housing & Urban Development Public Housing regulations and policies pertinent to the department
• Knowledge of HUD programs, requirements, and policies/procedures
• Knowledge of DHC and departmental policies, procedures, and goals.
• Knowledge of organization's structure,policiesand procedures.
• Knowledge of standard office procedures, filing, and standard office equipment, including computer, fax copier, telephone system
• Knowledge of the principles and practices of automated information systems. and data processing
• Knowledge of basic office practices, procedures, and equipment
• Knowledge and understanding of Generally Accepted Accounting Principles and Federal/State financial regulations
• Knowledge of the principles and practices offinancial management, and ability to supervise and train employees
• Knowledge of Uniform Relocation Assistance, Cost Control and Safe Harbor Requirements
• Knowledge of accounting-related software
• Knowledge of sales and use tax procedures
• Knowledge in Development of new ACC units; understanding of accounting principles grants accounting and applicable HUD regulations
• Knowledge of federal,stateand local financial regulations related to accounting and financial record keeping
• Knowledge of financial regulationspertaining toHUD, low-income housing HOPE IV, RHF and related programs
• Knowledge of HUD programs,requirementsand policies & procedures
• Knowledge of US Generally Accepted Accounting Principles (GAAP)
• Knowledge of fund and governmental accounting practices and principles
• Knowledge of the principles and practices of budgeting and budget administration
• Knowledge of the principles and practices of grants management
• Knowledge of the principles and practices of contract administration
• Knowledge of advanced cost and financial analysis principles and techniques

REQUIRED ABILITIES

• Act Independently
• Analyze Situations
• Attendto Details
• Communicate Verbally
• Communicatein Writing
• Concentrate
• Empathize
• IdentifyProblems
• Initiate
• Manage Pressure
• Motivate
• Multi-Task
• Organize
• Problem Solves
• Think Creatively

REQUIRED SKILLS

• Calculate, compute, summarizeand/or tabulate data and information
• Communicate effectively orally or in writing with relevant stakeholders, internal and external, from a variety of backgrounds
• Develop andmaintainrecordkeeping systems and procedures
• Evaluate information against a set of standards
• Exercise sound judgment in analyzing situations andidentifyingpotential problems within scope of responsibility
• Forge strategic partnerships with relevant stakeholders
• Maintain confidentiality
• Master position-specific software
• Operate a computer to perform various work-related tasks
• Operate standard office equipment
• Perform mathematical calculations with speed and accuracy
• Plan, organize,completeor assign work and special projectsin order tomeet organizational goals
• Plan, organize, coordinate, and follow through on work projects to ensure efficiency
• Prepare written documents/reports with proper sentence structure,grammarand overall completeness
• Providehigh level, quality customer service both internally and externally
• Read and understand department specific documentation, and policies and procedures
• Research issues using a variety of sources to obtain data and information
• Resolve issues using all available resources
• Respond effectively to sensitive inquiries or complaints
• Review and edit documents for accuracy and completeness
• Understand and apply HUD organizational rules, instructions,policiesand procedures appropriately
• Work effectively with a diverse group of stakeholders
• Work under pressure of deadlines

SUPERVISORY RESPONSIBILITIES

• No direct employee supervisory responsibilities 

REPORTS TO

• Controller

ESSENTIAL JOB FUNCTIONS 

[The fundamental job duties the individual must be able to perform, with or without accommodation; removal of these functions would fundamentally change the job]

• Manage and oversee the preparation and processing of bi-weekly payroll, ensuring accuracy, completeness and compliance with applicable laws and organizational policies. 
• Administer and coordinate payroll related activities with contracted vendors (ADP), ensuringtimelyandaccurateprocessing.
• Oversee and ensure compliancewith wagegarnishment,documentation, invoicing, and funding reconciliationprocesses.Coordinateresolution oflien-relatedmatters.
• Conduct pre- and post-payroll reconciliation processes by generating predefined payroll reports.
• Analyze and resolve payroll issues whilemaintainingprofessional and respectful communication ofsolutions. Implementandmaintainapprovedpayrollprocedures, internalcontrols, and documentation to ensure audit readiness and regulatory compliance. 
• Monitor and audit payrolltransactions ,tax filings, and employee data to ensure accuracy and compliance with federal, state and HUDrequirements.
• Analyze payroll data and generate reports to support financialreporting andaudits. 
• Adhere to all documented payroll procedures to ensure.
• Reverification of employment responses and reconciliation reports encompassing deductions, summaries of earnings, tax deductions, leave, compassionate leave, and non-taxable wagesin accordance withcompany policies and procedures.
• Possess sound decision-making skills and multitask efficiently in a fast-paced professional environment with strict deadlines.
• Research andresolve payroll tax notices and discrepancies
• Maintain and trackemployee leave balances including sick time, vacation, and personal leave; ensure accruals, usage and payouts are processed accurately and in compliance with agency policies and applicable regulations.
• Ensure propermaintenance and oversight of payroll records, including leave balances and payroll related documentation.Maintain records of employee salary, benefits, and withholding history, including voluntary and involuntary deductions, wage withholding orders, child support orders, garnishments, union affiliations and dues, and update elections as needed
• Reconcile benefits statements to payroll records
• Prepare periodic and special reports as needed
• Maintain payroll costing allocations
• Provide guidance and training to staff and supervisors on payrollprocesses, systems, and compliancerequirements. Createsystem ad hoc reports as requested; analyze payroll data for any special projects or reports
• Monitor all union contracts and personnel policies to ensure compliance as related to payroll administration.
• Maintain data to document information in IRS Forms W-2 and 1099
• Maintain utility consumption and accrual logs; create utility batches for payment
• Ensure that tenant receipts are processedtimelywithin DHC and deposited within 1 day of receiving
• Crosstrainon other financial areas as directed
• Training and new hire Orientation related to Payroll
• Collaborate with Finance and Human Resource to support payroll related policy interpretation and process improvements.
• Exercise independent judgement and discretion in the administration and execution of payroll operations, including interpretation of policies,regulationsand procedures, while adhering toestablishedcontrols and obtaining supervisory approval whenrequired.

SUPPLEMENTAL FUNCTIONS 

[These are job duties the individual must be able to perform, with or without accommodation; removal of these functions would NOT fundamentally change the job]

• Coordinatewith all departmental mailings, as needed
• Backup of other finance personnel as neededin accordance withthe Finance Department's internal controls and DHC policies and procedures
• All other duties as assigned

PHYSICAL ACTIVITIES AND DEMANDS

• Sitting
• Walking
• Grasping/ finger manipulation
• Lifting
• Carrying
• Pushing
• Pulling
• Standing
• Bending
• Kneeling

EQUIPMENT

• Computer/laptop
• Copiers/printers
• Scanners
• Monitors
• Communication systems

WORK ENVIRONMENT

• Indoor Environments

SOFTWARE

• Payroll/human resources
• Accounting software
• Database software
• Financial systems
• Internet software
• Spreadsheet software
• Word processing software

DISCLAIMER

This job description should not be construed as an exhaustive list of duties and responsibilities performed by persons assigned to this classification. It is not intended to limit or in any way modify the right of any supervisor or manager to assign, direct and control the work of employees under his/her supervision. All principle duties and responsibilities of this position are essential functions of the position. Job descriptions are reviewed on a regular basis and may be revised at any time. Revisions will be communicated to employees within the classification. This job description does not constitute a contract of employment; therefore, the company may exercise its employment-at-will rights at any time.

MARIJUANA

Although marijuana has been legalized under Michigan law, it is a Schedule I controlled substance and is illegal under federal law. As a federally funded agency DHC’s employees are NOT permitted to use or possess any form of marijuana for medical or recreational purposes. Any applicant for employment who tests positive for marijuana during a pre-employment drug screening shall be ineligible for employment with DHC. Any applicant for employment who advises DHC that s/he uses any form of marijuana will be ineligible for employment with DHC. DHC is unable to grant a request for a reasonable accommodation to use marijuana under any circumstance.

EEO STATEMENT

The Detroit Housing Commission is an Equal Opportunity Employer. No personnel decisions concerning any term or condition of employment shall be unlawfully based upon an individual’s race, color, religion, sex (including sexual orientation and gender identity or expression), pregnancy (including childbirth or a medical condition related to pregnancy or childbirth), national origin, age, marital status, weight, height, disability, genetic information including family medical history, military service, or misdemeanor arrest record. Additionally, DHC shall not engage in discriminatory compensation decisions or practices.