Context: Processes semi‑monthly payroll, prepares related reports accurately and timely. Maintain staff payroll records. Administers 401(k) and other payroll deductions program.
Scope: The Payroll Specialist is responsible for preparing Sierra Club's payroll and setting up state benefits coverage including workers compensation for all Sierra Club employees, and administering the 401(k) and other deduction programs. Has frequent contact with staff and managers and serves as the main contact regarding payroll matters. Performs a range of general accounting functions on an ongoing basis.
- Reviews payroll-related notifications generated by system entries for changes affecting multi-state payroll including: work/resident state for new hires, compensation changes for possible retroactive pay, employee address changes affecting taxes, benefit changes, leaves of absence and terminations among others.
- Enters payroll inputs for manual processes including union dues and commuter vouchers. Calculates and enters retroactive pay for compensation changes effective in a prior pay period. Calculates state disability payment adjustments, benefits overrides, 401k loan payments and other adjustments related to payroll and benefit calculations.
- Prepares funding requests for payroll, 401k, flexible spending and commuter voucher program, and other benefits. Calculates and prepares manual payroll checks for terminating employees and urgent advance requests.
- Responsible for the generation of monthly payroll related journals. Reconciles payroll-related journal entries such as payroll, employee benefits, employer taxes, suspense, payroll advance, payroll fees and deductions. Prepares and reconciles year-end payroll schedules as well as periodic payroll-related reports as requested.
- Conducts system testing for any new and/or change in payroll-related policies as well as software updates. Works with HR, IT and outside payroll provider on systems related issues.
- Works with outside payroll vendor to ensure that Sierra Club stays in compliance with mandated regulations and reporting requirements. Communicates payroll and tax changes and problems to outside provider.
- Works with program reporting staff to record late time submissions as needed.
- Prepares quarterly worker's compensation and state disability returns to ensure timely payment of premiums; prepares annual Census reporting; and prepares monthly Current Employment Statistics reporting. Acts as main contact in disability and workers’ compensation audits.
- Prepares and analyzes various payroll related schedules and reports. Works as part of the Finance/Accounting team during external audit by providing payroll related reports, information and assistance to the auditors and other parties as needed.
- Processes and monitors garnishment order/s and other issues that impact payroll.
- Responds to employee inquiries regarding payroll issues or concerns.
- Conducts semi-annual audits of various payroll records and areas.
- Participates in monthly close process to reconcile bank statement and general ledger with regards to payroll transactions. Responds to Chapter Treasurers regarding payroll expenses on monthly accounting reports.
- Performs miscellaneous duties as directed.
- 3-4 year’s payroll experience using automated systems, Workday preferred. General knowledge in the application of various regulatory withholding requirements related to payroll
- Demonstrated knowledge of current payroll standard, federal and state regulations
- Proficiency with Word, Excel, payroll software. A general understanding of Windows, and Google Chrome browser
- Demonstrated ability to work independently and maintain confidential information
- Demonstrated problem solving skills, effective organizational skills and attention to detail
- Good written and verbal communication skills
- Ability to interact effectively with staff and outside stakeholders
The Sierra Club offers competitive salary package commensurate with skills and experience plus excellent benefits that include medical, dental, and vision coverage, and a retirement savings 401(k) plan.
Periodic overtime is required during certain periods of the year or month and to meet project deadlines. Periodic overtime will rarely exceed 10 hours on a monthly basis, except during year-end closing.