SUMMARY: 

• Address employee inquires via telephone or email.
• Update employees' information in the payroll system as requested.
• Respond to agency inquires such as NY/NJ/CT Child Support, Dept. of Taxation Marshal’s Offices, etc.
• Create reports as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Weekly/Bi-weekly

• Review and update new hires information in the payroll system (ADP) Time and Attendance. 
• HR initiates the adding of new hires, termination employees and updates of any HR related information to the system. The PR department is responsible for updating any payroll related information as Employee Type, Seniority Date, Salary Allocations, Time and Attendance, Direct Deposit, W-4, Garnishments/Liens, Child Support, and other payroll related deductions). 
• Assist in conducting new hire orientation with HR when needed. 
• Complete payroll processing. 
• Batch payroll checks for delivery to the programs. 
• Enroll employees Wisely Card. 
• Create payroll transfer (Advance on Tuesdays and balance on Wednesdays after payroll package have been received). 
• Compare payroll account bank transactions bi-weekly to ADP report accompanying the payroll package for accuracy. 
•  Complete 403B file to be uploaded to the Principal Website. 
• Create check request for the payroll deductions and submit to Accounts Payable for payment: e.g. Aflac, Paul Revere, Colonial any other deductions not paid by ADP. 
• Reconcile general ledger entries with payroll journal before importing entry into Fund EZ. 
• Record and input all manual checks, voids and any other adjustments that were made since last payroll processing. 
• Report any discrepancies immediately to the Controller and the Chief Financial Officer. 
• Prepare manual payroll checks as necessary. 
• Monitor the return of all checks received Signature Sheets from previous payroll. Follow up as necessary. Maintain and file all forms upon return from program sites. 
• Maintain and update all staff time and attendance records – vacation, personal and sick leave.
• Obtain and maintain all staff overtime records for Monitoring and Analysis. 
• Provide Ad hoc reports as needed. 
• File and maintain in an orderly manner all payroll registers and other payroll management reports after the completion of each payroll. 
• Provide Controller with payroll summary information including wages, FICA expense, PLA and unemployment information upon completion of each payroll. 
• Prepare all check requests or list for checks related to 403(b), Principal, Transit Center, AFLAC, and confirm that deductions were withheld from employee’s check prior to the accounting department issuing a check for payment. 
• Review ADP invoices for accuracy before submitting to Accounts Payable for payment. 
• Complete payroll related surveys as needed. 
• Prepare data requested by the Funders. 
• Update the pay rates as needed. 

Monthly 

• Reconcile ADP deduction report to AFLAC and Colonial online invoice and provide check request to Bookkeeper for payment. 
• Cross reference Medical, Dental and Vision payment to ADP to be sure deductions are processed.
• Place employee metro card order through the Transit Center check request to Accounts Payable. 
• Develop tracking method for monitoring payments to third parties.
• Run Gender Report and file in binder for use on quarterly disability invoice. 
• Address bank reconciliation inquires with the Controller. 
• Print Birthday Listing and Years of Service report for Receptionist.

Quarterly 

• Reconcile quarterly salary expense in Fund EZ to 941. 
• Cross reference NYS 45 with Payroll summary. 
• Update 403B audit trail using Third Party Administrator Statements and bi-weekly file confirmation. 
• Complete quarterly disability invoice and submit check request to Accounts Payable for payment along with gender report. 
• Provide HR with Quarterly report of eligible employees for 403B contribution in the upcoming quarter. 

Annually

• Update FTE Schedule. 
• Print vacation accruals as of June 30. Update vacation accruals spreadsheet and post to Fund EZ. 
• Post payroll payable and reversal entry to Fund EZ. 
• Complete 403B census in preparation for the annual pension audit. 
• Coordinate and manage annual 403B audit. 
• Finalize 941 reconciliation in preparation for the audit. 
• Maintain relationships with employees, supervisors and managers to enhance trust and confidence in the agency. 
• Meet with CFO on a monthly basis for supervision and to discuss payroll related issues. 
• Attend training and meetings related to changes in payroll software, regulations, etc. 
• Prepare the payroll posting biweekly and provide to Senior Bookkeeper to enter into General Ledger via Fund EZ. 
• Prepare and update the 403B spreadsheet biweekly and prepare the Principal Financial transfer file. 
• Prepare quarterly salaries and vacation accruals report for annual audit. 
• Prepare schedules and report for annual audit. 
• Perform any other duties that may be assigned.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Bachelor’s degree in accounting or appropriate field or two (2) or more years of related work experience in payroll processing using ADP or Paychecks. 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.