Payroll and Administrative Coordinator

Application Deadline: 13 May 2024

Department: Admin

Employment Type: Full Time

Location: Oakland, CA

Compensation: $36.06 / hour

Description

• Decide payroll run day (in collaboration with HR Director)
• Recommend budgetary needs that improve payroll, HR or admin functions and processes
• Design and implement payroll and MAA processes
• Collaborate with the HR director, operations officer, and executive director on decisions related to setting up Paylocity to employees pay is consistent with local, CA, federal law and CSS Employee Handbook
• Respond to employee inquiries related to payroll (checkstubs, timesheets, etc)
• The position will be an active participant in evaluating, designing and implementing payroll program policy and procedures

Job Responsibilities

• Serve as the liaison between CSS and Paylocity
• Provides support for staff in updating and completing their timesheets
• Throughout the payroll cycle, gather documents and requests that may impact payroll 
  • Employee status changes via Employee Action Forms
  • Corrections needed
• Reach out to all supervisors to complete payroll related requests from their teams
  • This includes approving vacation requests
• Run payroll
  • Create pre-process documents
  • Once all the necessary changes/programming are confirmed in the pre-process documents, payroll is run
  • Gather and send payroll supporting documents to the fiscal officer
    • Provide a summary of interventions that occurred during the payroll run
• Provide on-going support and clarification to staff on how to use Paylocity
• Provide communication to staff when something unusual is expected on a payroll cycle
• Staff Orientation Tasks
  • Add new staff data into Paylocity
  • Update staff data in Paylocity when staff status changes via employee action forms (EAF)

• Between June 1st to Sept 30th, payroll coordinator and HR director and HR Assistant will complete payroll together. After October 1st, the payroll coordinator will complete payroll independently. The HR director will approve before payroll submittal.
• Create and manage the monthly benefits report
• Lead payroll meetings as needed (in partnership with the HR director)
• Maintain and keep up to date the Employee FTE and Supporting Documents Spreadsheet
• Conduct audits on payroll and timesheets to ensure Paylocity is working correctly

• Submit 403b plan data transmission from Paylocity to Newport Group for accuracy and timely submittal for every payroll run and send supporting documentation to the Fiscal Officer
• Liaison between Employees and Newport Retirement Plan account manager 
• Send required communications to participant annually 
• Coordinate with Operations Officer to complete annual sponsor survey and supporting documents for form 5500. 

• Submit new staff information via Cintrix to Alameda County Behavioral Health to receive their Staff ID for MAA
• Submit monthly attestation report to ACBH
• Create MAA logs for signature for all employees who are MAA participants on a monthly basis
• Create and complete Salary and Benefits spreadsheet (S&B) quarterly reports 
• Coordinate with/track down employee’s to get their ISL’s signed and turned in
• Train new employees on MAA related matters
• Act as point person between the CSS and ACBH for all MAA related questions/concerns
• Answer all questions/concerns from agency employees regarding MAA
• On annual basis, and as needed, update MAA contracts and job descriptions

• Make folders for After-Hours Contracts
• Contract Folder Management
• Send After Hours Invoices regular mail (Fiscal Officer sends the email)
  • File hard copy in the contract folder in the file cabinet - Keep 4 years in cabinet - keep for 10 years before shredding
  • Vouchers for contracted checks - need to be filed with the contract folder
  • Update the contract payment tracking tool
  • Make new folders for all contracts at the start of the fiscal year
• Bank Statements need to be filed in a binder when they come in - Obtain signatures from Executive Director on statements
• Provide onsite support/ front desk presence when needed

Qualifications

• Ability to utilize supervision
• Sensitive to the cultural and ethnic diversity of Alameda County
• Requires minimum one year experience with payroll administration. Comfort with Paylocity preferred.
• Strong knowledge of financial and accounting principles
• Ability to create and analyze spreadsheets via MS Excel and Google Sheets required.
• Strong interpersonal and communication skills with ability to communicate the needs of CSS programs and employees with vendors and funders required.
• Comfort with MS OFFICE Suite and gSuite preferred.
• Experience applying a diversity, equity, inclusion, and belonging lens to payroll
• Interested in gaining skills needed to mediate discussions between staff at all levels 
• Ability to manage deadlines / handle confidential information in professional manner
• Ability to work independently, develop and implement strategies, and set and carry out objectives with minimal supervision
• Strong analytical and problem-solving skills
• Values working cooperatively with others
• A background check and clearance from the Federal Bureau of Investigation (FBI) and Department of Justice (DOJ) background prior to employment is required.

• Proof of vaccination against Covid-19 required 

Rate of Pay and Benefits

• The pay for this position is $36.06 per hour
• Employees who work more than 20hrs/week are eligible for medical, dental, vision, LTD, Life Insurance, and a 403b retirement plan.