Job Description

Job Description

TITLE: Payroll Specialist

RESPONSIBLE TO: Accounting Manager

DIVISION/DEPART: Finance & Accounting

SUPERVISES: N/A

FLSA STATUS: Exempt

BASIC FUNCTION:

• Manage and process GII’s biweekly payroll utilizing current financial system, Principal
• and ADP.
• Responsible for recording and allocating payroll expenses and benefits to
• appropriate departments.
• Maintain employee files within financial system, assignment of programs,
• projects, tasks, and accrual plans.
• Calculate and process GII's retirement plans.
• Reconciliation of subsidiarity payroll accounts within the general ledger(GL).
• Assist with bank reconciliations.

SPECIFIC DUTIES:

• Process bi-weekly payroll using current financial system, ADP Workforce Now. Audit and monitor data from departmental online timesheets, verify the employees input and correct any exceptions from the online time exceptions report.
• Approve all employee Self Service updates and request within the same pay period completed.
• Determine the accuracy of payroll information by balancing the payroll accounts and resolving payroll discrepancies; coordinates the interface of all payroll systems, to accurately allocate, reconcile, and record payroll costs within the general ledger.
• Responsible for reconciling the general ledger with Form 941 on a quarterly and annual basis. Review, reconcile, and maintain paid time off accruals and balances. Overall maintenance of employee payroll information is one of the primary job duties.
• Responsible for verifying ADP reports quarterly, year-end W-2, annual reporting under ACA, and makes any corrections necessary. Track all taxable fringe benefits for employees and officers of the organization.
• Work with external auditors for all payroll questions and provide them necessary information for smooth audits (Annual Financial, Single Audit, and the 403(b)). Provide information for the 990-tax return for the highest paid employees in reference to compensation and benefits.
• Prepare Ad HOC reports for management and HR relating to payroll.
• Reconcile payments for voluntary deductions and fringe benefits between the employee payroll records and the vendor's bills. Responsible for the reconciliations of the organization's health, dental, life insurance, and COBRA accounts.
• Prepare monthly employer contribution of retirement plan and contact the investment companies for any related contribution issues. Reconcile GL balance with Principal pension account statements, ensuring that account forfeitures are considered and utilized for future employer contributions.
• Responsible for contacting tax authorities and other agencies to resolve any payroll and tax related issues. Using the accounting systems allocate, record, and track all benefits on a monthly basis.
• Record all payroll related journal entries and reconcile the payroll bank account and support the staff accountants with other disbursements (i.e. Flexible Spending Account Plan (P&G), voluntary deductions) from the payroll and operating bank accounts.
• Participate in the professional development training program within the organization, ensuring to keep abreast of the changes within ADP, payroll regulations, and other professional organizations (The American Payroll Association's Fundamental Payroll Certification).
• Train new employees and supervisors on timesheet management system.
• Provide employees and supervisors reports on leave balances including projected year end balances and carryover hours.
• Provide Exceptional Customer Service to employee questions that may include their paycheck, leave balances, voluntary deductions and direct deposit information.
• Complete verifications of employment.
• Assist with worker’s comp audit.
• Prepare vacation pay-out, bonus, and severance payments.
• Maintain timekeeping system, ensuring all departments have submitted timesheets with appropriate supervisory review and approval.
• Resolve inquiries, requests, and problems concerning the payroll system.
• Maintain various payroll and deduction codes within the ADP system.
• Prepare biweekly journal entries for all payroll related items.
• Work closely with Human Resources regarding the set-up of new employees, terminating employees, employees on leave of absence and other changes affecting payroll throughout the year.
• Set up new states for withholding taxes, worker’s compensation, and unemployment.
• Handle other duties as assigned.

RELATIONSHIPS:

• Internal: Works closely with the Accounting Manager, Accounting staff, and Human
• Resources.
• External: Occasional contact with Goodwill members.
• GII Members: Contact with all areas of the organization related to expenses as needed.
• Outside: Occasional to frequent contact with auditors.

SKILLS NEEDED:

• Ability to maintain a high level of confidentiality.
• Maintain a professional and customer service attitude in all interactions.
• Ability to exercise independent judgment and to work independently, and in a group.
• Ability to organize workload and to deal with problems that may arise.
• Basic understanding of accounting, preparing journal entries, reconciling general ledger accounts, and membership dues analysis.
• Strong knowledge of MS Office specifically Microsoft Excel.
• Ability to communicate verbally, in writing, and to deal professionally and effectively with Goodwill members and other customers.
• Detail-oriented with the ability to manage specific deadlines.
• General knowledge of accounting principles and practices in a computerized environment with particular attention to payroll.

All skills and abilities are considered to be essential, unless otherwise indicated.

EDUCATION: Associate degree in accounting or related field; or equivalent combination of education and experience.

EXPERIENCE: Three or more years of prior accounting experience, reconciling accounts, preparing journal entries, and processing payroll with ADP.

DECISION MAKING: Time Management – scheduling projects and determining priorities, with guidance from supervisor.

PHYSICAL EFFORT: Sedentary, lifting 50 lbs. maximum. Walking or standing is required only occasionally. Requires long hours at a computer.

EMOTIONAL EFFORT: Moderate to high, daily/weekly deadlines, year-end audit work period, occasional overtime, occasionally hectic, occasional periods of high stress.

Our Values

We believe that everyone deserves an opportunity to thrive. Goodwill’s mission grounds us and happens through each one of us. This aspiration applies to each GII team member as much as to the people we serve. GII’s organizational values guide all that we do; how we do our work and make decisions, and how we interact with each other, Goodwill members and all stakeholders.

** Our mission happens through me (Passion)**

We have a fire for our mission. We bring our energy, creativity, and passion to all that we do. By contributing the best of what is within each of us, we inspire the same in our peers, and multiply Goodwill’s impact across North America.

** Drive to make a difference (Impact)**

We believe that our work must lead to a measurable difference in the lives of the people Goodwill serves. We are committed to performance excellence in all that we do. Our strategy focuses our work to achieve that impact, and we say no to things that do not align.

** You before me (Respect)**

We treat all people with dignity, kindness, appreciation, and respect. We are curious without judgment, and we actively listen to ensure mutual understanding. We give everyone a caring and safe place to share their opinions, their talents, and their questions. We build trust through direct, clear, and transparent communication. We are open and humble.

** Thriving begins at home (Well-being)**

We respect the contributions and the needs of our individual team members equally, and we understand that each one of us needs different things at different times to thrive both in and out of the workplace. We strive to make genuine and continuous investments in one another and ourselves. As such, we adopt healthy, holistic approaches to our work. We proactively care for one another and ourselves by speaking up for what we need and supporting one another in achieving it.

** Out of Many, One Goodwill (Diversity, Equity & Inclusion)**

We embrace all people and perspectives as we advance Goodwill’s mission help people reach their full potential through the power of work. We acknowledge historical inequities still exist and are intentional in breaking barriers through the power of work. We are committed to being part of the solutions, leaning into courageous conversations, and providing inclusive spaces and equal opportunities for real change in all our endeavors. Our diversified reflection shall shine as one Goodwill.

** Be bold, learn and grow (Agility)**

We are open, creative, innovative, agile, and willing to take risks. We operate with a sense of urgency, without rushing for the sake of speed. While we do our best to make good decisions, we embrace failing for the learning it affords and adapt quickly to move ahead. We are one unified team that succeeds and stumbles and learns and grows together with humility and grace.