POSITION TITLE: Payroll & Accounting Specialist
DEPARTMENT: Finance
REPORTS TO: Payroll Manager
LOCATION: Napa, CA
PAY RANGE: $26.17 to $35.55
About CommuniCare OLE
Established in 2023, CommuniCare OLE is the result of a union of two health centers with deep roots in their respective communities and reputations for providing high-quality primary care to all, regardless of insurance or ability to pay: OLE Health of Napa and Solano Counties and CommuniCare Health Centers of Yolo County. Building on a legacy established by both organizations in 1972, CommuniCare OLE is a network of federally-qualified health centers with 17 sites across Napa, Solano, and Yolo Counties. It offers comprehensive care, including medical, dental, behavioral health and substance use treatment, nutrition, optometry, pharmacy, care coordination, referrals, and enrollment assistance to more than 70,000 individuals, and no one is turned away due to lack of insurance, immigration status, or ability to pay. Many services are offered outside of its sites, including mobile health, home visiting, and community and school-based programs.
BENEFITS

• Medical, Dental, Vision Coverage
  • Employer covers 90% of employee medical, dental and vision premium and 50% of dependent premium
• 18 days of PTO (Vacation & Sick)
• 10 Paid Holidays 1 Float Holiday
• 4% Employer Match for 403(b) retirement plan
• Tuition Reimbursement of up to $2,000 per Calendar Year for part-time and full-time employees (prorated per Full-Time Equivalent)
• Life & Accidental Insurance Coverage
• Employer contribution for Health Savings Account
• Flexible Spending Account (FSA) and Limited FSA Options

JOB SUMMARY: The Payroll & Accounting Specialist is responsible for all aspects of the payroll functions of CommuniCare OLE Health, including preparation, distribution, processing, and the reporting of payroll to ensure accuracy of payroll and compliance with all applicable regulations. As part of Finance/Accounting Team, the Payroll & Accounting Specialist will support the bi-weekly payroll processing for 800 employees and work closely with Payroll Manager for payroll analysis and reporting. Additionally, the Payroll & Accounting Specialist provides support to the Finance Department as needed. CommuniCare OLE is a Federally Qualified Health Center providing comprehensive patient-centered primary care services including medical, perinatal, dental, substance abuse treatment, behavioral health, and outreach services to low income, and multi-ethnic, uninsured and underinsured populations.
KNOWLEDGE OF WORK
Knowledge of federal, state, and local payroll and tax laws and compliance with government regulations
Knowledge of internal controls for payroll cycle
Knowledge of payroll and accounting software
DUTIES AND RESPONSIBILITIES
Implements and maintains policies, procedures, and workflows for payroll processing to ensure compliance and internal controls
Works with Human Resources to ensure accurate and timely processing of payroll updates including new hires, terminations, and changes to pay rates
Prepares and maintains timely and accurate processing and records of payroll transactions including salaries, benefits, garnishments, taxes, and other deductions. Ensures that net pay and company liability are correctly recorded
Prepares monthly payroll journal entries and ensure proper allocation of payroll cost. Performs monthly variance analysis on compensation expense and prepare commentary explaining variances
Ensures compliance with federal, state, and local payroll, wage, and hour laws and best practices
Maintains proper audit trails for payroll records and assist with audits (annual financial audit and Workers' Compensation audit) by providing records and documentations
Reviews payroll forms and reports for accuracy and makes necessary adjustments
Prepares financial, tax, and payroll reports for both internal and external requests
Prepares annual payroll tax reports (W-2s and 1099-MISC)
Assists CFO and/or Finance leadership with compiling payroll statistics and ad-hoc payroll reports related to payroll cost analysis, including hours worked reports, contractor hours worked and cost reports, and inpatient hours and cost reports
Prepares general postings, bank deposits and statements.
Reconciles balance sheets accounts as assigned. to
Provides documentation for grant proposals, reporting requirements and program contract invoicing as necessary.
Assists the CFO and/or Finance leadership with month-end tasks, preparation for financial audits, and State and Federal tax returns.
Maintains vendor files and information in accounting software.
Performs general clerical duties including but not limited to filing, photocopying, faxing, typing, scanning, and mailing.
Serves as a back-up for accounts payable and accounts receivable.
Special projects as assigned by the CFO and/or Finance leadership.
EDUCATION, EXPERIENCE, TRAINING

1. Two years of payroll and accounting experience preferred.