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

Job Requirements:

The following requirements are those that are normally required for the performance of this position. Any disabled applicant who does not meet one or more of the requirements, but who can perform the essential functions of the job (with or without reasonable accommodations) shall be deemed to meet these requirements.

Physical Requirements:

This position normally requires the physical demands of standing, walking, bending, lifting, or performing other work requiring low physical exertion, talking, and hearing on a regular basis to perform the job requirements. These physical demands are required up to 90% of the time.

Non-Physical Requirements:

Education

• Associate degree in Accounting, Business Administration, Human Resources, or a related field required. Bachelor's degree preferred
• Certified Payroll Professional (CPP) certification or other recognized payroll certification preferred

Experience

• Minimum of five years of progressively responsible payroll administration experience required
• Demonstration knowledge of Washington State and federal wage and hour laws, tax regulations, and compliance requirements
• Experience processing payroll for non-profit, governmental or similarly regulated environment preferred
• Experience administering payroll related to federal grants and funding sources preferred
• Experience managing payroll audits, reporting, and reconciliations preferred

Special Skills

• Proficiency with Human Resources Information Systems (HRIS) and payroll software; Paycom experience preferred. 
• Intermediate to advanced proficiency in Microsoft Excel and Microsoft Word. 
• Strong analytical, organizational, and problem-solving skills with exceptional attention to detail and accuracy. 
• Excellent verbal and written communication skills, with the ability to interact effectively with employees, management, and external agencies. 
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive employee and payroll information. 
• Demonstrated ability to work independently, manage multiple priorities, and meet critical deadlines while maintaining a high level of professionalism.

Licensure, Registration, Certification

• Valid Washington State driver’s license, and required minimum liability insurance for WA state 
• Must be deemed insurable as determined by Catholic Charities liability insurance provider
• Notary Certification

Employment is conditional upon:

• Being cleared by criminal background check and fingerprinting when required

Work Schedule: Monday-Friday, 8:00am - 5:00pm
Wage Range: $80,500-$87,500 per year, depending experience
Benefits:

• 13 paid holidays, 12 days of vacation, 12 days of sick leave per year
• Health insurance including medical & prescription coverage, with optional dental and vision insurance plans. Majority of premiums paid by Catholic Charities
• Retirement 403(b) Plan: employee contributions commence upon employment; Catholic Charities contributes 2% of monthly income and matches up to 4% of employee contributions following 6 months of employment
• Basic Life Insurance paid 100% by Catholic Charities
• Flexible Spending Account eligibility following 6 months of employment
• Education Assistance Program reimbursing up to $5,250 per year for approved continuing education after 6 months of employment
• Additional voluntary insurances including supplemental life, accidental death & dismemberment (AD&D), critical illness, long term disability, accident, and ID theft
• Employee Assistance Program includes 3 counseling sessions per year, legal consultations, financial coaching, and other wellbeing tools
• Annual longevity awards begin at 5 years of employment

It is the practice of Catholic Charities to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, national origin, sex, age, disability, citizenship status, marital status, creed, genetic predisposition or carrier status, sexual orientation, gender expression, or any other characteristic protected by applicable law. Applicants from underrepresented backgrounds are encouraged to apply. We gladly offer reasonable accommodations to individuals with disabilities to support participation in the hiring process and employment.

Salary : $80,500 - $87,500