Payroll Administrator

Ø   Job Summary:  The Payroll Administrator performs a wide range of payroll and benefits related duties for the Project Home network of over 500 employees. Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods; where methods include systems, forms and other tools. Keen ability to learn and manage payroll processes, benefit reconciliation &/or HRIS systems is key to ensuring overall accuracy and timeliness of payroll administration and benefits billing accuracy. Essential Duties and Responsibilities      Payroll Administrationo   Liaison with Supervisors, Managers, Executives & HR DepartmentDevelop, maintain & schedule trainings for supervisors/managers/executives to ensure they understand their role in the right first time (RFT) payroll process. This includes timecard approval, PTO approval, Underpaid/Overpaid Wage Form, and Terminations. Note: Project HOME will be transitioning to a new HRIS system, DATIS e3, in December 2022. Assist in maintaining and/or documenting payroll processes for the new system.Develop & report on biweekly & monthly metrics related to RFT payroll processing and help drive process improvements and/or accountability.Audit timekeeping system for all employees on a weekly basis and follow-up with Supervisors on open punches (missing clock-ins and missing clock-outs) and unapproved PTO. Each Monday, follow-up with All Supervisors via email reporting on all unauthorized time, missed punches and unapproved PTO.  Escalate open issues as appropriate.Manage the Payroll Forms e-mail box (PayrollForms@projecthome.org) daily and respond to inquiries on a timely basis. Review and verify accuracy of input into Dayforce on a weekly basis.  Generate a report that shows employees who have a schedule but no time worked.  Follow-up with Supervisors to ensure employees time is entered accurately to ensure accuracy of payroll.o  Enter wage garnishments in Dayforce based on requests from federal, state or local agencies and ensure compliance with remittance requirements. Review, audit and troubleshoot challenges as it relates to the garnishment process (i.e. data entry, submissions to agencies and third parties).o  Enter new Comdata payroll cards in Dayforce and troubleshoot issues with cards. o  Biweekly Payroll ProcessingOn Tuesday mornings of each pay week, do a final audit to ensure all errors, unauthorized punches, and unapproved PTO requests are cleared and lock each site before processing payroll.Run a Payroll Preview report and submit to the Accounting Manager and the Sr. HR Operations Manager for their review and approval by noon on Tuesday of pay week. Note: These timelines may change with implementation of new HRIS system, DATIS e3,in December 2022.Analyze timesheet reports for reasonability by Pay Class, Holidays, and/or other variables. Address any changes/questions submitted by the Accounting Manager and the Sr. HR Operations Manager and commit payroll by the required deadline. Review/audit payroll and all its components for US hourly and salaried populations, calculate manual checks if necessary for corrections and exceptions including next cycle and off-cycle pay runs. Work with Accounting Manager and HR Systems Analyst to developing Exception Reporting tools to facilitate this review. Run biweekly reports and send to Management as required.Prepare and upload Payroll & Benefits Journal Entry from Ceridian GL Detail to Blackbaud Financial Edge for the Accounting Manager to review/approve.o  Prepare files for submission of 401K deferrals and employer match. Submit to the Controller for transfers to the plan within the required deadlines. Process all banking activities including but not limited to processing stop payments,voids, recalled direct deposits, and reissue paymentso  Work with Ceridian to process accurate and timely year-end reporting (W-2, W-2C, etc.).o   Respond to assigned Boss Desk tickets in a timely manner.o Respond to Employee inquiries related to their paycheck in a timely manner. Benefits Reconciliation Provide a report to HR Team that identifies benefit-eligible new hires who have not signed up for benefits within 5 business days of the first of the month following the date of hire. HR Team will follow up with the new hire(s). Administer the bi-weekly 401K plan reporting and maintain compliance. Maintain a log of dates, and issues with 401K administration that have not been resolved in 24 hours and advise HR & Accounting management as needed. Document and maintain Dayforce HRIS benefit employee (EE) and employer (ER) table records with correct costs and coding. Utilize Ceridian/Dayforce and maintain rates for all employee-related insurances including worker’s compensation, disability, and other employer covered costs such that the GL Detail Report generates the information and dollars needed to book appropriate and accurate journal entriesPrepare and upload Payroll & Benefits Journal Entry from Ceridian GL Detail to Blackbaud Financial Edge for the Accounting Manager to review/approve. Review benefit provider monthly invoices for accuracy in relation to terminations, cobra, new hires, life event changes, position and/or payroll policy group changes. Notify HR Management Team so they can work with the Vendors to resolve any issues. Create and compile data collection and standard/custom reports from Dayforce/HRIS system as needed.     Other o  In addition to and/or in conjunction with the HRIS Systems Analyst, act as the power user of the HRIS system in relation to administering payroll and benefits with a focus on ongoing process improvements and increased efficiencies. o Develop ad hoc financial and operational reports as needed including identifying which reports for others to use in the system(s) related to payroll and/or benefits.  o Run monthly and quarterly reports and save on Sharepoint for future reference including 940/941 reports, payroll registers,etc. o Reconcile the Payroll Register to the General Ledger and prepare the 941s for year-end audit. o Prepare and submit the PA Department of Labor and Industry quarterly census for headcount and payroll dollars data by site. o Familiarity with and ability to handle payroll taxes in relation to employee resides in / works in and maintain forms for non-PA residents to support their tax set up. o Complete special projects as assigned.     Minimum Qualifications ·Associates degree in Accounting or Business preferred and at least 3 years of payroll processing experience; or High School Diploma and a minimum of 5 years processing payroll independently in an automated HRIS environment for a multi-site organization of 200 plus employees including troubleshooting, reconciling and documenting ·A minimum of 2 years of experience reconciling employee benefit selections in the HRIS system versus benefit billings for a multi-site organization of 200 plus employees including identifying and communicating discrepancies to HR · Full understanding of payroll and benefit operations relating to data entry, case management, audits, taxes, earnings, deductions, compliance, time and attendance · Intermediate to Advanced Excel skills and strong proficiency in other Microsoft Office applications. · Excellent attention to detail · Excellent verbal and written communication skills including ability to document procedures related to major responsibility areas for back-up purposes and document procedures or “How To” procedures for employees and/or supervisors in using the HRIS system. · Ability to multi-task, work efficiently, and meet deadlines in a fast-paced, hybrid remote/onsite environment Preferred Qualifications ·Experience with DATIS e3 system.   Project HOME is an Equal Opportunity Employer           APPROVAL REQUIRED BY:  DATES APPROVED: DATES APPROVED: Immediate Supervisor Christine Harkin 10/3/2022 10/3/2022 One-Level Up Supervisor   Click here to enter text. Department Vice President/Executive   Click here to enter text. Click here to enter text. Director of Human Resources  Click here to enter text. Click here to enter text. President & Executive Director and/or Associate Executive Director Click here to enter text. Click here to enter text.