Payroll Specialist
General Statement of Duties:
Collects, processes, and produces CSB payroll. The incumbent plans his/her own work in collaboration with other individuals within the payroll department to ensure date driven deliverables are met. The position is supervised by the Controller. The position also works closely with the Human Resources Department.
Persons in this class are classified non-exempt under the Fair Labor Standards Act.
Distinguishing Features of Work:
A primary goal is to ensure the timely and accurate collection and processing of data related to CSB payroll, human resources information, and service delivery. This position works with a wide range of CSB staff. This position is responsible for handling and coordinating highly confidential information on behalf of the CSB, its employees, and consumers. All requisite personnel-related reporting must be independently completed in full compliance with federal and state laws and regulations.
Major Essential Functions:
Collects, reviews, and enters into the payroll system all timesheets for all CSB staff, including leave balance verification, holiday pay, overtime and discretionary leave, etc. and communicates any discrepancies or corrections to appropriate staff and Supervisors.
Processes and produces accurate semi-monthly payroll checks and direct deposits.
Reviews and enters all employee reimbursement requests for payment through payroll.
Reviews and compares employee deductions from HR module to Payroll module and investigates (in collaboration with HR) any variances.
Prepares all state and federal payroll tax deposits for each payroll period.
Reviews and approves monthly VRS Snapshot payment, reconciles to related payroll records, and submits for approval.
Prepares and reconciles monthly and semi-monthly ICMA payments and submits for approval.
Reconciles health, vision, dental, etc. invoices to payroll records and provides information to HR for investigation of variances.
Prepares quarterly Form 941s, reconciles to the related payroll reports, and provides to the Controller for review and submission.
Prepares quarterly VA state tax and VEC Unemployment reports and reconciles to related payroll records and submits for review.
Generates IRS W-2 forms and reconciles to related reports and information for each tax year.
May provide orientation/training to new service provider staff on timesheet completion and other payroll related policies.
Monitors and maintains payroll email inbox and appropriately responds to requests and questions in a timely and professional manner.
Provides payroll records as requested during the annual financial statement audit.
Maintains payroll reports and employee records in a manner that is easy to understand and locate in the event of questions.
Maintains payroll manual, ensuring appropriate documentation is current, complete, tested, and can support continuity of payroll operations during emergency or other special situations.
Coordinates, in conjunction with the Controller, the implementation of payroll related upgrades or patches to the accounting system.
Performs special projects as time available.
Maintains effective relationships with co-workers and customers based on courtesy, compassion, and respect.
Makes effective use of available technology, including computers, e-mail, and voice mail in order to enhance customer service.
Responsible for special projects and other duties, as assigned, consistent with established policies and procedures.
Required Knowledge, Skills and Abilities:
Excellent knowledge of administrative procedures related to payroll and human resource functions; exceptional organizational and business management skills, with the ability to meet date-certain deadlines and manage routines with minimal supervision; liaison abilities, including excellent flexibility and knowledge of various administrative systems; ability to engage in appropriate independent actions and take appropriate initiative per agency policies, federal/state personnel law, and related regulations; training and technical assistance skills; knowledge of and ability to comply with strict confidentiality standards; strong communication skills; computer hardware and software skills in Human Resources specialty; ability to balance competing principles in data management; sound judgment.
Minimum Education and Experience:
Completion of high school or GED supplemented by college or business school courses; 3 years of experience in payroll or related field; OR any equivalent combination of experience and training which provides the required knowledge, skills and abilities.
Other Information:
Equipment: Telephone, copy machine, PC and/or other designated computer hardware, designated software, adding machine.
Work Environment: General office environment with normal lighting levels, temperature ranges, air quality, ventilation, and noise levels.
Work Location: 1241 North Main Street Office, Harrisonburg, Va.
Work Hazards: Minimal hazard associated with human services environment.
Work Schedule: This position can work up to 25 hours a week to support payroll functions. Schedule may vary; however, hours will be provided Monday – Friday between 7:30am – 5:30pm.
HIPAA Access Level 3: Read-only access to PHI, limited to minimum necessary, and full read/write access to demographic and financial information, limited to the minimum necessary, for all clients as part of staff provision of support services in agency health care operations. Staff at Level 3 are allowed to seek out client PHI as necessary to perform assigned duties but are expected to exercise due precautions to avoid exposure to PHI which is not necessary to perform these assigned duties. Utilization of information will be in accordance with HIPAA regulations regarding use limitation, disclosure and requests of PHI.
E-Verify Notice: After accepting employment, new hires are required to complete an I-9 form and present documentation of their identity and eligibility to work in the United States.
HRCSB is an Equal Employment Opportunity employer and all qualified applicants will receive consideration for employment without regard to age, citizenship status, color, creed, disability, ethnicity, genetic information, gender (including gender identity and gender expression), marital status, national origin, race, religion, sex, sexual orientation, veteran status or any other status or condition protected by applicable federal, state, or local laws. Applicants who require accommodation to participate in the job application process may contact recruitment@hrcsb.org.