Description

The Senior Payroll Specialist assumes a critical role overseeing all aspects of payroll-related functions for Charter Impact's diverse client base. In addition to conducting training for client staff and processing new hires, employee changes, and payroll, this position also entails managing payroll tax obligations, vacation/PTO tracking, and meticulous reconciliation of payroll-related accounts. The Senior Payroll Specialist will also contribute to process enhancement efforts and departmental training and meetings. The role may involve a hybrid flex schedule, with exceptions for initial new hire training and on-site payroll processing.

ESSENTIAL JOB FUNCTIONS:

• Facilitate seamless communication and collaboration with assigned clients (up to 500 employees), ranging in payroll knowledge, to deliver training on payroll processes and ensure sustained compliance.
• Collect and input approved pay data from clients each pay period, exercising meticulous review of payroll reports for precision before submission.
• Assist clients in calculating final checks and related computations.
• Collaborate with Supervisors on audits and process improvements.
• Timely preparation and submission of retirement reporting and payments, including 403(b)/401(k) and potentially STRS/PERS pension plans.
• Collaborate with Staff Accountants to meticulously reconcile various payroll-related liability accounts before month-end closing, including retirement and insurance accounts.
• Develop, update, and distribute payroll calendars to clients and issue payroll due date reminders.
• Review and input new hire and change documentation for clients, encompassing address alterations, pay adjustments, W-4 modifications, and insurance/retirement deduction updates.
• Conduct in-depth research on STRS website to determine membership type for new client hires.
• Organize and maintain payroll documentation on the internal server.
• Execute post-payroll backup reports for AP checks, including 403b contributions, garnishments, and manual checks.
• Fulfill ad hoc report requests from clients, aggregating audit-related documentation.
• Participate in year-end audit preparation, contributing to audit workpapers related to payroll.
• Develop and sustain standard operating procedures to enhance client efficiency, incorporating cutting-edge industry developments and technology.
• Undertake additional duties or projects as directed.

Qualifications

QUALIFICATIONS:

Generally, any combination of education that would provide the required knowledge and skills for successful performance would qualify. A typical method of demonstrating these requirements would be:

EDUCATION: A High school diploma is required. Payroll-related coursework and/or certification is preferred.

EXPERIENCE:

• Three to five years of progressive payroll processing experience, including technical knowledge and experience with relevant local, state, and federal payroll tax laws; multi state experience desired.
• Proficiency in multiple third-party payroll databases: ADP, Paycor, Paycom, Paychex, UKG.
• Exposure to charter school, nonprofit, or education sector roles.

KNOWLEDGE OF:

• Advanced knowledge and understanding of financial and accounting record-keeping principles and practices.
• Advanced knowledge and grasp of payroll and wage and hour laws.
• Intermediate/Advanced Microsoft Office (Word, Excel, Outlook) skills.
• Proper and effective use of English grammar and communication skills (oral and written).

Candidates must also have the ability to:

• Foster a highly collaborative team environment with clients and internal colleagues.
• Rapidly adapt to changing circumstances.
• Quickly comprehend and apply rules, regulations, and technical procedures relevant to non-profit and charter school payroll processing.
• Execute tasks independently based on instructions.
• Swiftly and accurately perform arithmetic calculations.
• Identify and rectify errors in mathematical computations.

TYPICAL PHYSICAL DEMANDS: (with or without accommodation as needed to perform essential job functions)

• Read numbers, reports, and documents on computer terminals.
• Use telephone and other communication devices.
• Lift up to 20 pounds (light).
• Prolonged standing, some bending, stooping and stretching.

TYPICAL MENTAL DEMANDS:

Ability to give, receive, and analyze information, formulate work plans, prepare written materials and articulate goals and action plans.

WORKING CONDITIONS:

• Work indoors in a standard office environment.
• Occasionally work outside of normal workdays and office hours to meet deadlines.
• Travel may be required for professional development events and to client locations.
• Is required to directly communicate with clients.