Payroll Administrator

Position Summary:

The Payroll Administrator is responsible for processing the payroll for all locations of Catholic Charities and Catholic Charities Housing Services. The position is also responsible for the oversight of the preparation of all payroll tax reports and of W-2 forms.

Responsibilities:

Process all new hires and personnel changes while maintaining an accurate employee database

• Verifies data input conducted by Human Resources is accurate
• Maintains an accurate database of voluntary deductions and direct deposit accounts
• Interfaces with Human Resources regarding policy changes/updates on issues relating to unemployment, L&I claims, contract employees, retirement plans, and other benefits

Processes all time sheets, time records, card records, and centrally maintains documents

• Audits timesheets, time records, and timecards
• Reconciles federal time sheets and prepares and tracks quarterly certifications
• Reports inaccuracies to appropriate person for corrective action when necessary
• Processes documents of direct deposit electronically
• Maintains an orderly, accessible file of all employee time records
• Assist with time and attendance trouble shooting

Processes and maintains all payroll related payables

• Prepares check requests for all voluntary employee deductions
• Processes 941 tax deposit according to IRS guidelines
• Reconciles payroll payables to general ledger accounts monthly
• Uploads all Retirement monies to MOA after each payroll
• In Coordination with the Payroll Analyst, reconciles all employee benefits for Catholic Charities and Catholic Charities Housing Services

Processes quarterly payroll reports and other payroll reports as necessary

• Ensures all payroll reports and tax filings are prepared in a timely way, complying with agency standards and governmental requirements
• Ensures all reports are accurate and balance to the general ledger
• Reconciles quarterly reports to general ledger accounts
• Reports to Bureau of Labor Statistics each month
• Reconcile employee deductions to the GL monthly

Process all W-2 and related documentation

• Verifies accuracy for all deductions including 403b and medical deductions
• Reconciles W-2s to general ledger and 941 quarterly reports
• Ensures that all W-2s are printed and distributed by January 31 each year

Performs other duties as assigned

• Actively participates in departmental and agency meetings as required
• Provides back up support to the Payroll Analyst, including, but not limited to, uploading general ledger entries into the Sage Intacct financial system
• Prepares and posts journal entries as assigned
• Coordinates with Human Resources regarding Family and Medical Leave Act (FMLA) and short-term disability administration
• Serves as a resource to employees by responding to payroll related inquiries and providing training on timesheet submission, payroll deductions, tax withholding, and other payroll processes
• Process wage garnishments in compliance with applicable laws and regulations and in coordination with Paycom
• Assists supervisors and managers with payroll, leave administration and other employee compensation related questions and issues
• Supports agency operations by assisting other departmental staff as needed, including mail distribution, accounts payable check distribution, preparation of bank deposits, and other administrative duties as assigned
• Maintain strict confidentiality of employee, payroll, and agency information
• Performs other related duties and special projects as assigned.

Customer and Employee Service

• Provides timely, professional, and courteous support to employees, supervisors, and managers regarding payroll, timekeeping, and leave administration
• Maintains a high level of customer service by communicating proactively about payroll deadlines, changes in procedures, and required documentation.
• Identifies recurring employee service issues and recommends process improvements to enhance clarity, efficiency, and user experience