What are the responsibilities and job description for the Payroll Support Specialist position at Catholic Diocese of Arlington?
Meaningful work * service oriented and respectful work environment * work-life balance * up to 2 days of telework after 90 days of employment for non supervisors - 1 day of telework for supervisors * generous leave * more holidays than the federal government, including Christmas week off * free parking as well as free transportation to/from Ballston metro * paid lunch breaks * professional development tuition assistance * tuition assistance for your children enrolled in our diocesan schools after 1 year of employment * generous benefits, including a pension plan * AND MORE...
POSITION SUMMARY:
The Human Resources (HR) Office employs the optimal mix of human capital practices to enhance the Diocese’s capabilities to carry out its mission. The Office pursues its mission by making the appropriate investments in staffing, training, compensation, communication, benefits, purchasing, payroll and other human resource areas.
The primary role of the Payroll Support Specialist is to provide guidance, trouble-shooting, and technical assistance of the HRIS to the nearly 100 local payroll processors throughout the Diocese. The Payroll Support Specialist is the subject matter expert for maintaining, monitoring, training on and communicating through the diocesan Freshdesk helpdesk ticketing system. In addition, the position is responsible for processing payroll for 7 small churches.
PRINCIPAL DUTIES:
POSITION SUMMARY:
The Human Resources (HR) Office employs the optimal mix of human capital practices to enhance the Diocese’s capabilities to carry out its mission. The Office pursues its mission by making the appropriate investments in staffing, training, compensation, communication, benefits, purchasing, payroll and other human resource areas.
The primary role of the Payroll Support Specialist is to provide guidance, trouble-shooting, and technical assistance of the HRIS to the nearly 100 local payroll processors throughout the Diocese. The Payroll Support Specialist is the subject matter expert for maintaining, monitoring, training on and communicating through the diocesan Freshdesk helpdesk ticketing system. In addition, the position is responsible for processing payroll for 7 small churches.
PRINCIPAL DUTIES:
- Serves as the primary support to the nearly 100 local payroll processors throughout the Diocese; answers HR/payroll-related questions as well as questions about how to enter data, process payroll, resolve errors, run reports, and receive information from the HRIS; ensures that responses are provided within established SLA period.
- Ensures that the Freshdesk Knowledge Base and the Freshdesk folder on the shared network drive are synchronized, current, and organized for easy retrieval of information.
- Sends communications to the payroll processors via Forums section on Freshdesk; moves or purges these communications according to established guidelines.
- Acts as a liaison between local payroll processors and HRIS Customer Support and Tax/Payment Solutions; works with HRIS customer service representatives to resolve issues.
- Monitors the transmission of payrolls for 102 diocesan entities to ensure payroll deadlines are met.
- Responsible for processing payroll for 7 small parishes
- Reviews Timesheets and Time Away Requests for completeness and accuracy.
- Enters Timesheet Adjustments as needed.
- Performs payroll auditing and validation prior to payroll commit.
- Saves all final payroll reports to the local drive and files all payroll documentation.
- Performs parallel testing of payrolls with each HRIS upgrade.
- Performs per pay period, quarterly and YTD tax reconciliations.
- Follows the diocesan Record Retention policy for all payroll related hard copy and electronic files.
- Works in conjunction with the payroll team to document and update written procedures, administrative manuals, and training materials; distributes documents to payroll processors using the Freshdesk site and as directed, via Payroll Bulletins, Payroll Alerts, and other internal communications.
- Maintains the payroll processor “contact” information in the Freshdesk web site, in Outlook, in the HRIS, and in other vendor related business areas.
- Ensures that security access and information for new and terminating payroll processors is updated in all areas of the HRIS and the Diocese on a timely basis by using and maintaining check off lists.
- As directed by the Employee Benefits Office, keys all required benefit deduction adjustments into the HRIS; notifies payroll processors of the deduction entries and the need to confirm that the deductions are withheld.
- Coordinates all arrangements for payroll processor training and meetings; prepares and distributes invitations, tracks responses, and sends directions and reminders; reserves space and/or coordinates Zoom/webinar reservations; makes arrangements for food; organizes cleanup; prints training materials as needed.
- Updates and distributes the payroll processor training schedule for each new year.
- Serves as presenter for training on the Freshdesk helpdesk ticketing system at Payroll Processor Training; Presents on assigned topics at the CAO New Employee Orientation, Year End Payroll Processor Meeting, and other training/meetings.
- Other tasks as assigned.
- Knowledge/Skills: Knowledge of payroll best practices and applicable state and federal wage and hour laws; highly proficient with Microsoft Office Excel and Word and Microsoft Outlook. Ability to quickly learn diocese’s payroll processes, policies, and procedures. Ability to use various office machines including computer, copier, scanner, and fax. Capable of establishing priorities among concurrent (sometimes competing) demands on time. Project and detail oriented. Strong customer service skills with the ability to communicate well both verbally and in writing. Initiative, discretion, good judgment, and an ability to work independently and manage time effectively are especially important.
- Education Required: High School diploma required; bachelor’s degree or equivalent degree and experience preferred; American Payroll Association accreditation, or having made substantial progress towards accreditation, highly desired.
- Years and Types of Experience: Three years of automated payroll processing, including time allocation experience, required. Prior customer-service related experience required.
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