Payroll Specialist

Payroll Specialist

Key/Essential Functions & Responsibilities

- Ensures all payroll and timekeeping data for staff in assigned agency (or multiple smaller agencies, as assigned), is complete, updated and approved to support timely and accurate payroll processing for employees each pay cycle.

- Regularly coordinates with other payroll staff, human resources (HR) or and front-line managers in assigned agency to obtain or confirm information and/or ensure completion of tasks relating to payroll and timekeeping.

- Serves as the primary payroll contact for assigned agency, receiving and responding to inquiries in email, chat or by phone from employees and managers and provides timely and accurate information; appropriately escalates more complex inquiries or concerns to payroll manager and redirects other inquiries to appropriate departments for handling.

- Collaborates with managers and leadership of assigned agency to ensure that hours worked by employees and absence requests (vacation, sick, PTO, etc.) are appropriately entered and approved to support accurate and timely payments to employees; inquires with managers regarding missing time or time off entries for staff and ensures timely updates in timekeeping system.

- Appropriately processes and confirms accuracy of information entered in Workday for newly hired staff, ensuring completion of all necessary tasks and following up with employees, managers and/or HR to obtain confirmations, documentation and/or to assist with necessary updates/changes.

- Reviews transactions completed for assigned agency each pay cycle including worker data or status changes, terminations, tax, direct deposit, and/or other miscellaneous changes and ensures appropriate and timely processing for each pay cycle, which may include coordinating with HR, managers or other staff for corrections or updates, confirming accuracy and/or performing calculations prior to payroll settlement.

- Develops and maintains an understanding of payroll principles, related electronic systems and applicable YAI Network policies and procedures, specifically those that impact pay (time off, holidays, etc.).

- Regularly monitors and replies to inquiries from all YAI Network staff in shared payroll email inbox including individual employees, other support departments, program or affiliate management or others regarding general and pay-related inquiries; directs more complex or specialized inquiries to payroll manager or appropriate teams (e.g. HCM, Benefits, etc.).

- Provides education and training to assigned agency informally through one-on-one calls or meetings and/or by presenting during in-person and/or virtual formal sessions for assigned agency, as requested.

- May assist with compiling data for audits and special projects as needed, including, but not limited to retrieving electronic or physical documents and files, running reports in Workday and reviewing information.

- Performs all other duties, as assigned.

Minimum Qualification Requirements including education, experience, licensure/certification, etc. and essential physical capabilities (e.g. lifting, assisting lifting, standing, etc.)

- Bachelor's degree in Accounting, Finance or Business Administration; or

- HS Diploma or its educational equivalent and two (2) years of payroll, accounting or other related clerical and/or administrative experience; or

- Satisfactory equivalent combination of education, experience and/or training.

- Proficiency with computers and electronic systems, including Microsoft Office Suite (Word, Excel and Outlook) and ability to quickly learn related systems including Workday to complete essential tasks.

- Ability to report on-site to our Manhattan office multiple days per week and to occasionally travel to program sites or other locations of assigned agency.

- Ability to work in a fast-paced, deadline driven payroll environment and to work occasional evening or weekend hours if needed to meet departmental needs.

- Strong interpersonal and customer service skills, including the ability to accurately communicate, collect and present information, both verbally and in writing.

- Ability to work autonomously and collaboratively in a team-oriented environment and build productive work relationships with staff at all levels across YAI Network.

- Ability to maintain confidential and sensitive information.

- Detail-oriented with a high level of commitment to quality and accuracy.

Preferred Qualification Requirements (desired requirements beyond MQRs above)

- Previous experience with Workday HCM, Payroll and/or Time and Attendance.

- Familiarity with Federal, State and Local laws and regulations impacting payroll operations, specifically in state of assigned agency.

Pay rate: $25.00 per hour

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or status as a Vietnam or disabled veteran. YAI is an Equal Opportunity Employer.

To ensure fairness, safeguard transparency, and promote an equitable workforce environment, YAI Network prohibits the practice of nepotism in the workforce and hiring process.