Payroll Specialist

District Council of Madison Inc., Society of St. Vincent de Paul•Madison, WI

1d•$24 - $26•Remote

About The Position

The Payroll Specialist is responsible for administrating payroll functions for St. Vincent de Paul-Madison and is responsible for the accurate and timely processing of payroll in compliance with organizational policies and applicable federal, state, and local regulations. This position reports to the Senior Director of Human Resources and works closely with the Human Resources Generalist to ensure payroll related employee changes, deductions, and data updates are accurately reflected in the HRIS system. The Payroll Specialist collaborates with the Accounting Department to ensure proper payroll reporting and reconciliation while maintaining strict confidentiality of employee payroll information.

Requirements

High school diploma or G.E.D.
Minimum of 2-4 years of payroll processing through an HRIS system
Experience reviewing timecards and processing payroll adjustments
Intermediate proficiency in Microsoft Excel
Basic accounting skills
Strong attention to detail and high level of accuracy
Ability to maintain strict confidentiality of payroll and employee information
Strong organizational and communication skills
Demonstrated ability to communicate and work effectively with individuals from diverse backgrounds and cultures

Nice To Haves

Associate’s degree in Accounting, Business Administration, or Finance
Experience using Paylocity HRIS/payroll system
Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC)
Experience working in a nonprofit organization
Bilingual skills, particularly Spanish, preferred
Demonstrate the implementation of best practices as required by the SVdP Safeguarding policy when interacting with children and vulnerable adults.

Responsibilities

Process bi-weekly payroll for all employees using the organization’s HRIS/payroll system, and sometimes off-cycle payroll
Review and verify employee timecards for accuracy, completeness, and compliance with payroll policies
Verify all payroll changes from all locations and enter into master file in the HRIS system
Enter any adjustments to payroll including but not limited to: garnishments, deductions, wage attachments, leave payouts, bonuses, reimbursements, benefit deductions, etc.
Ensure payroll transactions are processed accurately and in accordance with established payroll schedules
Complete adjustments for employee purchases, whether as a payroll deduction or using purchase credit.
Prepare payroll documentation and reports prior to payroll submission
Maintain payroll records and employee payroll files within the HRIS system
Review payroll transaction reports to verify the accuracy of payroll entries
Ensure employee payroll changes are properly documented and authorized prior to processing
Assist with year-end payroll activities including preparation of W-2 documentation and payroll records
Respond to employee inquiries regarding payroll, pay statements, deductions, etc.
Collaborate with Human Resources Generalist to ensure payroll-related employee changes such as new hires, terminations, status changes, pay adjustments, etc. are accurately reflected in the HRIS system.
Communicate with department managers and HR staff to resolve payroll discrepancies or missing payroll information
Request all supplemental payments or checks, such as child support, employee savings deposit, net deposit and taxes.
Ensure payroll practices comply with federal, state, and local wage and hour laws and tax regulations
Maintain payroll records in accordance with organizational record retention requirements
Review and verify all information is correct.
Forward payroll reports to accounting department.
Ensure the completion and maintenance of all required records, filings and reports pertaining to payroll.
Ensure the timely filing of all required government forms and reports.
Complete all monthly, quarterly and yearly reports and filings.
Provide payroll reports and payroll data to the Accounting Department for financial reporting and reconciliation
Support accounting staff in reconciling payroll expenses and related accounts when needed.
Assist with payroll-related documentation required for audits or financial reviews.
Prepare and post all weekly information such as holidays, vacations, etc.
Process monthly billings for benefits
Support the effort to create a more inclusive and equitable organization.
Adhere to the Safeguarding Policy by ensuring timely completion of mandatory training, staying updated on relevant training modules, and undergoing the necessary background checks to maintain compliance.