POSITION TITLE: Payroll, HRIS and Compliance Specialist

DEPARTMENT/PROGRAM: Human Resources

REPORTS TO: SVP, People

STATUS: Regular, Full-Time; Non-Exempt

LOCATION: Washington, D.C.

ABOUT OCEAN CONSERVANCY

Ocean Conservancy educates and empowers citizens to take action on behalf of the ocean. From the Arctic to the Gulf of Mexico to the halls of Congress, Ocean Conservancy brings people together to find solutions for our water planet. Informed by science, our work guides policy and engages people in protecting the ocean and its wildlife for future generations.

POSITION SUMMARY

Serves as primary point of contact and initial source of response for routine inquiries related to payroll. Responsible for payroll administration, HRIS administration/management and compliance support to Human Resources and Finance department. Collects data, researches history and coordinates with vendors to troubleshoot payroll and compliance issues. Delivers timely, accurate responses to employee’s payroll related inquiries. Maintains accurate, up-to-date employee records, ensuring that employee data is valid and reliable for payroll processing and HRIS reporting. Provides project support and coordination for Human Resources projects.

PRIMARY RESPONSIBILITIES

• Prepare, coordinate and submit payroll bi-monthly for 120-150 staff through ADP system.

• Verify and input information in ADP and other HRIS systems when employee information is added/changed by HR and make necessary changes.

• Enter batches for pay into ADP for processing of additional pays and retro pays, hours worked for non-exempt employees, and all fellow and intern hours.

• Review and verify payroll processed by ADP and make necessary adjustments and corrections.

• Work closely with Human Resources to research and understand state and local compliance requirements for HR administration and reporting.

• Communicate with consultants in foreign countries, provide payroll changes, and collect payroll calculations monthly.
• Create needed reports regarding payroll and HR.
• Work closely with HR to support and coordinate key initiatives

• Research and resolve problems to ensure complete and accurate processing of information.

• Monitor work authorization end dates to ensure compliance.
• Determine and support efficiencies with HR Information Systems

• Investigate external discrepancies as needed. (Direct deposits, garnishments, state withholdings).

• Keep abreast of changing areas both internally and externally. Offer suggestions and plans to ensure compliance.

Reporting and Recordkeeping

• Prepare and update retirement accounts reports and contributions on a semi-monthly basis.

• Review IRS 941 report quarterly and file all necessary quarterly state withholding tax forms and unemployment tax reports from ADP.

• Monitor federal and state withholding taxes for each pay period.

• Prepare information for Internal Accounting Manager, Finance Director, etc.

• Reconcile payroll reports for state and federal agencies semi-monthly, quarterly, and annually.

• Maintain files in accordance with retention rules.
• Supervise the Time & Attendance process, employee records, HR systems and send communications as appropriate.
• Train employees on key payroll processes and HR systems.

• Prepare calendar year information; reconcile W2’s to federal, state, and local year-to-date figures. Make necessary adjustments in order to release W2’s. File all year-end reports with the appropriate taxing authorities.

• Develop Excel spreadsheets as needed to analyze or report information.

• Monitor state activity and regulations to determine whether a state needs to be registered for unemployment or withholding as necessary.

• Utilize Internet to access up-to date information on federal and state changes pertaining to withholding, unemployment, child support and new hire and separation requirements.

• Continuous contact with ADP, HRIS systems & service representatives, state and local withholding and unemployment agencies.

• Keep abreast of all federal, state and local payroll tax and unemployment regulations and changes.

• Maintain all ADP payroll files and electronic employee records. Have knowledge of ADP software and other HRIS as well as upgrades and troubleshoot if problems occur.

REQUIRED SKILLS/QUALIFICATIONS/EXPERIENCE

• Associate Degree in Accounting and 3 years progressive payroll & HRIS experience with ADP or equivalent payroll experience
• Ability to manage information that is highly sensitive and confidential.

• Detailed knowledge of federal and state payroll taxes, unemployment regulations, taxable benefits and garnishment reporting.

• Exceptional organizational skills with the ability to prioritize and handle multiple tasks with stringent deadlines.

• Good customer service and administrative support skills.

• Advanced knowledge of Microsoft Word and Excel.

• Demonstrated communication skills in both verbal and professional correspondence.

• Excellent analytical research skills.

• Self-motivated and able to work independently.

Ocean Conservancy is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Ocean Conservancy is an equal opportunity employer and will not discriminate against any employee or applicant on the basis of race, color, national or ethnic origin, religion, age, sex, handicap, pregnancy, sexual orientation, gender identity, or veteran status. Ocean Conservancy is continually seeking to diversify its staff, particularly to broaden opportunities for individuals from demographic groups that are historically underrepresented in the sciences and in environmental advocacy.

OCEAN CONSERVANCY IS AN EQUAL OPPORTUNITY EMPLOYER.