Payroll Supervisor

Description

Under the supervision of the Controller, this position is responsible for payroll processing functions. 

DUTIES & RESPONSIBILITIES:

1. Supervises daily Payroll activities to maintain optimal departmental performance

2. Enters employee data into computerized payroll system (Ascentis) including all data and information related to new hires and terminations; 

3. Processes and reconciles all pay-related information into payroll systems, including garnishments and deductions; 

4. Prints amortization schedules for new 401K Loans out of Newport website, enters new deductions in Ascentis and keeps track of balances.

5. Reviews and approves all changes submitted by HR/Employees in Ascentis.

6. Makes timesheets corrections within Timekeeper to reconcile payroll.

7. Communicates with supervisors/employees about any discrepancies in timesheets and requests corrections.

8. Prorates salary as needed for salary employees 

9. Reviews Hours Summary Report and after all timesheets are reconciled, exports data from Timekeeper to Ascentis Payroll and verifies totals. 

10. Updates and verifies sick and PTO accruals balance and makes corrections as needed in Timekeeper and exports data to Ascentis Payroll.

11. Inputs retroactive payments, additional hours and on call earnings for providers, enters OB payments, and on call earnings for IT employees.

12. Reviews union dues and modifies deduction accordingly based on union structure.

13. After reconciling Ascentis Payroll and Novatime, transmits payroll data to Ascentis.

14. Emails CFO to request funds to cover payroll expenses.

15. Receives payroll from Ascentis and makes final corrections. Creates manual checks if necessary.

16. Sorts payroll checks/paystubs in appropriate order, prepares and gives them to Confidential Messenger for distribution to all different locations.

17. Works in coordination with Finance Assistant to process and request vouchers and appropriate signatures for 401K/457B as well as payments for other employee withholdings and union deductions. 

18. Downloads CSV journal entry and makes appropriate edits before importing into MIP/Abila accounting software.

19. Collaborates with Finance Assistant in updating sick, PTO and CME reports after completing payroll.

20. Oversees the GL Accountant with regard to updates to Employee Leave of Absence Excel spreadsheet for employees on leave and employees with missed payments.

21. Communicates with HR about missed payments for employees on leave and how to collect.

22. Imports 401K and 457B contributions to retirement vender Newport every two weeks, one week after payday.

23. Updates CME balances in Timekeeper for eligible employees once they have 6 months of employment.

24. Oversees GL Accountant and Finance Assistant work in relation to payroll

25. Provides Ascentis training to staff as needed

26. Processes final and manual checks as requested.

27. Oversees payroll account check register for bank balances and communicates this to Controller/CFO.

28. Works together with Controller to provide payroll records for Audits throughout the year.

29. Provides documents as requested to HR department such as but not limited to copies of timesheets, last day work for employees, employment verification and workers compensation reports.

30. Creates new job titles as requested by HR Department.

31. Produces timesheet audits as requested.

32. Updates CME balances and Holiday Schedules in Ascentis/Timekeeper on a yearly basis.

33. Updates 401K and 457B schedule for 401K audit annually.

34. Develops, implements, and maintains all necessary administrative tasks efficiently and on time, including filing, archiving, and data maintenance and recording.

35. Maintains confidentiality of all employee data and departmental information.

36. Communicates directly with Controller regarding all payroll needs and priorities.

37. Maintains open channels of communication with Staff; responds to employee inquiries and requests for information including, but not limited to; their pay, deductions, PTO, and sick-time accrual.

38. Works in coordination with Accounts Payable Clerk to keep up with updates. 

39. Able to work in a high stress environment.

40. Prioritizes work continuously to accommodate for changes

41. Able to work long shifts, weekends and on holidays as required to meet deadlines

42. Ensures a productive work environment and achievement of goals through strategies and practices in line with the CARE fundamentals of communication

43. Consistently adheres to and/or exceed SPLG’s communication guidelines and expectations with internal and external customers including co-workers, patients, and external partners

44. Performs other duties as assigned.

Requirements

EMPLOYMENT STANDARDS:

Knowledge of: standard administration and office practices and procedures, with particular reference to a non-profit community based setting; knowledge of word processing techniques; knowledge of proper grammar, spelling, punctuation, and correspondence format; knowledge of methods of collecting, organizing and presenting data and information; knowledge of procedures and systems analysis.

Ability to: provide technical administrative support in a variety of areas, ability to type a minimum of 45 wpm; ability to effectively organize tasks and work within deadlines; ability to maintain organized filing systems, communicate effectively and respectfully with people from different racial, ethnic, and cultural groups and from different backgrounds and lifestyles, demonstrating a knowledge of and sensitivity to their needs.

MINIMUM QUALIFICATIONS:

· High School Diploma or equivalent work experience.

· Five years’ experience as a Payroll Processor

· One year of experience as a Payroll Supervisor

· Strong organizational and information management skills. 

· Ability to handle confidential information with discretion. 

· Strong interpersonal and written and verbal communication skills.

· Knowledge of Quick Books, MIP and accounting software 

· Knowledge of Ascentis Payroll preferred

· Ability to manage and prioritize multiple time-sensitive tasks simultaneously and meet

deadlines.

PHYSICAL DEMANDS:

· Standing, walking, sitting, typing, reaching, bending, moving and/or lifting up to 25 pounds.

More About the Position:

Salary: $34.48 - $41.90

Employment Type: Limited Term

Schedule: Monday - Friday, 8 AM - 4:30 PM

This is an in-person position

Salary : $34 - $41