Payroll Specialist

Hourly Rate $24.50 to $28.75

Since 1965, MAAC has been maximizing self-sufficiency with families and individuals through high-quality programs and advocacy in our communities. MAAC employs dedicated staff who provide life-changing services to thousands of individuals annually through programs in five core focus areas: Education, Economic Development, Health & Wellbeing, Housing, and Advocacy & Leadership Development. Through a wide variety of programs, MAAC has grown to become one of the largest nonprofit social service organizations in the community. Learn more about the great things happening with MAAC at http://www.maacproject.or

DEFINITION:

Under general supervision, performs a variety of responsible technical support and administrative duties ranging from routine to difficult in carrying out payroll and leave administration, and other finance support functions. Incumbents are responsible for the complex set-up of all taxes, court-ordered garnishments, general deduction data and payroll adjustments; processing off-cycle warrants and reversals; and performing data entry, verification and correction of the payroll system. Incumbents are expected to perform job assignments without close supervision using knowledge of standard payroll office practices, tax and payroll information and MAAC fiscal policies and procedures and union contract provisions.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Analyzes, verifies audits, edits and prepares weekly and semi-monthly submitted payroll information, makes corrections, and enters data into the PayCor Payroll System.
• Records Payroll Detail to MIP Accounting System and reconcile Payroll Accounts to corresponding supporting documents.
• Enters, updates, edits and maintains deductions for union dues, benefits, and other employee approved.
• Calculates salary and benefit costs and withholdings for taxes and deductions and applies rates and percentages to gross salaries.
• Records hours worked, overtime, and leaves of absence.
• Maintains payroll records, logs and files for assigned employee groups.
• Identifies and works with appropriate departments and/or supervisors to resolve timesheet errors and other discrepancies.
• Participates in transmitting direct deposit information and in printing and coordinating the distribution of checks and direct deposit check stubs.
• Receives and processes approved requests for final checks for terminating employees, special bonus checks and other special pay adjustments and disbursements.
• Processes all levies, wage garnishments, and judgments against employees; calculates amounts to be withheld from disposable earnings and transmits payment requests to Accounting.
• Maintains, verifies and corrects balances of annual, sick, and other leave credits.
• Ensures transactions comply with all governing federal and state laws and regulations and the Memorandum of Understanding with the Union if applicable.
• Assist with training and provides guidance to Human Resources and Finance/Accounting staff with regards to the PayCor payroll system and accurate payroll data entry.
• Assists the Chief Financial Officer, Director of Accounting and Human Resources department by compiling financial information for budgetary and labor relations purposes.
• Processes a variety of payroll-related forms and reports.
• Prepares responses to employment verification requests in accordance with MAAC policy.
• Processes payroll tax payments remitted to governmental agencies.
• Assists in regulatory filings including, but not limited to, 941, DE-6, DE-7, and W2.
• Performs other related duties as assigned.

QUALIFICATIONS:

Knowledge of:

• Payroll and personnel terminology, practices, and procedures.
• Payroll preparation and accounting methods.
• Union Memorandum of Understanding.
• Management Policies and Procedures.
• MIP Accounting System
• Experience with third party payroll systems (PayCor preferred)
• Federal and State tax withholding requirements.
• IRS regulations regarding liens, levies, and garnishments.
• Fair Labor Standards Act.
• Principles and practices of sound business communication.
• Standard business software, including word processing and spreadsheets.
• Recordkeeping and filing practices and procedures.
• Basic research methods and data analysis techniques.
• Policies, procedures, state and federal laws and regulations, and union contract provisions applicable to the administration of payroll, time reporting and benefit plans.

Ability to:

• Interpret, understand and process court orders for garnishments.
• Interpret, understand and process Federal and State tax withholding forms.
• Prioritize, schedule, and process payroll items to meet frequent and cyclical deadlines.
• Perform the set-up of garnishments, tax withholdings, and employee approved deductions.
• Post and adjust payroll records.
• Check and compare records and data for accuracy.
• Reconcile differences within the payroll system using appropriate mathematical and research methods.
• Use PayCor payroll proficiently.
• Prepare clear, concise and accurate reports, correspondence and other written materials.
• Operate modern office equipment including photocopier, calculator, computer and payroll administration and processing related software.
• Establish effective working relationships with management, employees, employee representatives and the public representing diverse cultures and backgrounds.
• Communicate effectively with a variety of individuals representing diverse cultures and backgrounds.
• Function calmly, exercise tact and diplomacy when dealing with sensitive, complex and confidential personnel issues and employee situations.
• Organize, set priorities and exercise sound independent judgment within areas of assigned responsibility.
• Interpret, apply, explain and reach sound decisions in accordance with MAAC and department policies, procedures and labor contract provisions.
• Make calculations and tabulations and review timekeeping and related documents accurately and rapidly.
• Understand and follow written and oral instructions.
• Organize and maintain specialized and confidential files in compliance with MAAC policy and applicable law and regulations.

MINIMUM QUALIFICATIONS:

• Completion of 12 semester units of college courses from an accredited college or university in accounting, business administration or related field.
• Four (4) years of professional payroll or accounting experience working with automated payroll/timekeeping system or an equivalent combination of training and experience.

VALUE-BASED BEHAVIORS

Listens attentively to others. Asks clarifying questions to gain a better understanding of the other persons views and underlying assumptions
Works effectively in a team environment and actively participates in joint problem solving; willingly cooperates with co-workers
Identifies and takes advantage of opportunities for personal and professional development
Attends work consistently and punctually. Arrives to meetings prepared and on time; honors work commitments; follows through on what was agreed upon; meets deadlines
Honors the private and confidential matters of co-workers. Protects the proprietary information of MAAC systems
Follows rules, regulations, and policies; positively contributes to implementing changes
Deals with issues directly, in a respectful and timely manner. Focuses on resolving the issue while not criticizing the person. Follows rules, regulations, and policies; positively contributes to implementing changes

HEALTH STATUS

Must have a physical examination, TB clearance and a drug screen by a doctor/clinic designated by MAAC as well as immunization records for influenza*, pertussis and measles as required by state and federal regulations prior to the first day of employment.

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this class, an employee is regularly required to stand, walk and sit, talk or hear both in person and by telephone, uses hands to finger, handle or feel objects or controls, reach with hands and arms. An employee also is regularly required to stoop, kneel, bend, crouch or crawl, climb or balance and lift up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, color vision and the ability to adjust focus.

Mental Demands

While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read and interpret information; analyze and solve problems; observe and interpret people and situations; use basic math; learn and apply new information or skills; work under intensive deadlines and interact with MAAC management, administrators, staff, teachers, parents, family members, children and others encountered in the course of work.

BACKGROUND CLEARANCE

All positions are subject to a background/education check, DMV check, NSOR, exclusion and debarment checks prior to hire and periodically throughout employment as required by various funding sources.

Note: California Start law requires background criminal checks on anyone who works in a licensed childcare facility who is not a client. Must have or obtain a current criminal background check clearance, signed criminal record statement, and signed Acknowledgement to Report Child Abuse form prior to the first day of employment.

TRANSPORTATION

Must have and maintain a valid California Drivers License, daily use of a personal, insured vehicle, and have and maintain a motor vehicle driving record acceptable to MAACs insurance carrier. Incumbents will be enrolled in the California DMV Pull Program.