Payroll and Finance Specialist

Position: Title Payroll and Finance Specialist

Supervisory Responsibilities: None

Budget Responsibilities: None

Reports to: Senior Accountant

FLSA Classification: Exempt

Date: November 2024

Responsible for ensuring the timely and accurate processing of year-round payroll for the Organization. The work allocation is 65% dedicated to payroll-related tasks and 35% to other assigned duties. Oversee the calculation of employee compensation, review accuracy of timecards, update internal payroll databases, maintain the payroll work calendar, and conduct company-wide training for all employees. Review and reconcile quarterly and yearly multi-state tax reports. Performs transactional and routine bookkeeping and other accounting responsibilities related to payroll. Works in a fast-paced environment, meet deadlines and work well under pressure. Responsibilities include the following tasks: clerical and technical such as verifying, reviewing, and reconciling reports; and posting and documenting financial transactions. Serve as a liaison to internal departments, providing guidance, building working relationships, and helping to resolve issues and perform other duties as assigned.

PRIMARY RESPONSIBILITIES:

1. Prepares, creates, reviews and obtains approval for payroll submissions.

2. Collaborates closely with the Human Resources Department to ensure all payroll-related deductions are reflected in final payroll submission.

3. Records payroll into accounting system in a timely manner.

4. Maintains an up-to-date list of employees in the accounting software.

5. Codes payroll based on allocations provided by accounting management.

6. Ensures timecards correctly reflect Grant codes every pay period. Ensure monthly Time & Effort reports are completed in compliance with Identity’s policies and procedures and assist employees with questions.

7. Enters final timecards into Docuware.

8. Ensure accurate accounting and reporting on all payroll transactions, state tax payments to Virginia, Maryland and the District of Columbia, 401K retirement withholdings, garnishments, child support, and other applicable payroll related deductions and withholding.

9. Monitor daily operations of the payroll activities and assist employees with Payroll system troubleshooting.

10. Monitor and maintain compliance with federal and state payroll laws; comply with the Identity’s policies, procedures and best practices.

11. Manage, maintain and serve as administrator of ADP, the employee time and attendance system.

12. Reconcile all payroll data used to prepare W-2s. Serves as a liaison and point of contact for all W-2 matters.

13. Reconcile quarterly and annual federal and state tax reporting (940, 941s, Unemployment Insurance tax).

14. Prepares all payroll related accounting journal entries including corrections and accruals.

15. Prepare and submit required quarterly amendments to the State.

16. Participate in audits by providing reports, records and documentation to auditors.

17. Processes retirement and loan payments to Retirement accounts in a timely manner.

18. Process all employee reimbursements through the payment management system.

19. Point of contact for all payroll related notices from IRS and ADP. Ensures timely resolutions.

20. Prepare and post payroll calendar for the fiscal year.

21. Oversee payroll training for all new hires on the usage of the payroll system and re-trains existing employees when requested.

22. Assist in updating the annual Salary allocations file and Payroll projections.

23. Responds quickly and effectively to employees and vendors with questions and concerns.

24. Perform other duties as assigned including Accounts Payable, Accounts Receivable, data entry and other administrative tasks.

25. Assists in the pulling of support for monthly invoices to granting agencies

26. Adheres to all organizational policies including client confidentiality requirements and standards

27. Supports Identity's mission and values. Continually looks for ways to improve the organization and works in alignment with Identities strategic goals. Brings best self to the workplace and shares ideas and suggestions.

SECONDARY RESPONSIBILITIES:

1. Participates in organization advocacy activities.

2. Assists with closing month and year-end files, and audit preparation.

3. Assists with other tasks as needed.

4. Participates with focus and professionalism in meetings and training sessions.

5. Performs other duties as assigned, required, or needed.

EDUCATION and EXPERIENCE

• Bachelor’s degree in accounting or business-related majors preferred but not required OR 2 years of work experience in accounting and/or bookkeeping. Payroll experience is highly preferred.

• Experience working in a non-profit accounting environment is highly preferred but not a requirement.

• Strong computer and database management skills required.

• Experience working with ADP and Sage Intact is highly desirable

• Experience working with Docuware Document Management System and bill.com, a plus.

SKILLS AND ABILITIES:

Bilingual English/Spanish is strongly preferable.

• Adapt with computers, calculators, photocopiers, fax, and other office equipment.

• Learn quickly, compiles and analyzes data.

• Performs required tasks with appropriate level of technical knowledge.

• Exhibits patience, self-confidence, and ability to build rapport with others

• Demonstrates strong customer orientation and diffuses situations with minimal disruption by working cooperatively and finding common ground with others.

• Detail-oriented, thorough and accurate in all work including reconciling and proofreading.

• Able to prioritize, organize multiple projects, and multi-task to meet deadlines with effective and efficient use of resources.

• Practices with a strong code of ethics and integrity and fulfill obligations.

• Demonstrates sound judgment in all aspects of job responsibilities.

• Thrives in a fast-paced environment whether working independently or with a team.

WORK ENVIRONMENT:

• Periodic evening/weekend work necessary.

• Position is hybrid. Three days required in office. New hire onboarding trainings required to be held in person.

• Continuous sitting for prolonged periods, more than two consecutive hours in an 8-hour day interspersed with mobility.

• Keyboard use of greater or equal to 80% of the workday.

• The ability to lift and move up to 10lbs.

Job Type: Full-time

Pay: $52,000.00 - $62,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Evening shift
• Monday to Friday
• Weekends as needed

Application Question(s):

• Do you have any payroll experience?
• Have you worked with ADP? Have you worked with Sage Intact? Other softwares?

Education:

• Bachelor's (Preferred)

Experience:

• work experience in accounting and/or bookkeeping.: 2 years (Preferred)

Language:

• Spanish (Preferred)

Ability to Commute:

• Rockville, MD 20855 (Required)

Ability to Relocate:

• Rockville, MD 20855: Relocate before starting work (Required)

Work Location: Hybrid remote in Rockville, MD 20855

Salary : $52,000 - $62,000