Payroll and Billing Specialist

Full-time Description

SEEKING: We are seeking a Payroll and Billing Specialist for our Administrative Office. This position will be located in North Adams, MA.

Program Description

The Administrative Office of Child Care of the Berkshires provides a variety of support services to the agency as a whole, including payroll services, accounting services, billing services and parent fee collection, in order to support the childcare and family support services of the agency.

Basic Function

The Payroll and Billing Specialist is responsible for processing bi-weekly payroll, maintaining payroll records, processing bi-weekly family child care provider reimbursements and maintaining financial data records associated with the family child care program. He/she assists with maintaining conformance with various laws, codes, contract policies and standards. The Payroll and Billing Specialist is also responsible for ensuring the appropriate allocation of payroll expenses to agency programs, the deliverance of high quality and accurate billings and functioning, user-friendly technology.

Specific Responsibilities

• Process bi-weekly payroll including final review of timecards, inputting payroll changes submitted by employees and supervisors, and remittal of employee retirement contributions.
• Coordinating changes in benefit deductions and pay rate changes with the Human Resources Director.
• Coordinating with Finance Director to maintain payroll allocation for cost reimbursement.
• Comply with federal, state, and local legal requirements by studying requirements; enforcing adherence to requirements; filing reports; advising management on needed actions.
• Reconcile W2s and 941s to balance sheet and payroll records.
• Record designated third-party billings, including State and Private as assigned.
• When able, assist staff with payroll and deductions questions and technology support as needed.
• Work in conjunction with the Finance Director with various audits, producing payroll documentation as needed and/or requested by auditors.
• Process designated third-party billings for Family Child Care (FCC), including state and private and childcare (including as way of example: Department of Early Education and Care and Child and Adult Care Food Program on a monthly basis. As needed, account for retroactive rate increase for family child care programs.
• Maintain third party billings through the web: including but not limited to child care financial assistance.
• Assist with the intake and review of EEC paperwork, eligibility, and information on the CCFA computer system for Family Child Care.
• Process the bi-weekly reimbursement to FCC providers, including childcare, nutrition and incentives.
• Track FCC providers’ sick time usage, reimbursements, union dues and PFML.
• Enter FCC attendance records into CCFA.
• Monitor and maintain records for above billings, including attendance sheets.
• Research and resolve billing disputes.
• Office coverage and telephone reception as needed.
• Train and act as back-up for the Accounting Specialist and Administrative Assistant, as needed.
• Make suggestions for improvement of office routines, policies and efficiencies. Attend and contribute at staff meetings.
• Other duties as assigned.
  
  

Requirements

QUALIFICATIONS:

• High School diploma and advanced training; A.A. degree (or equivalent) in Finance, Accounting, or Business Administration preferred.
• Proficiency in the use of payroll software and working knowledge of other software programs such as Microsoft Excel and Word.
• Understanding of federal and MA labor laws and tax codes related to payroll.
• Strong mathematics skills, highly organized and detail-focused to accurately handle aspects of payroll and payroll taxes, ensuring accuracy and completeness of data.
• Ability to take direction, take initiative, prioritize tasks, complete tasks, and adhere to deadlines.
• Ability to develop and deliver monthly, quarterly and annual billing reports for management as assigned.
• Ability to communicate clearly and pleasantly in person and on the telephone, and to communicate complicated technology concepts in easy-to-understand ways.
• Must be able to maintain confidentiality and to work with a team in a respectful manner.
• Positive attitude, understanding and commitment to “Strengthening Families” philosophy and family support.
• Must support the overall mission, values and goals of Child Care of the Berkshires.
  
  

General Expectations

• Demonstrate regular, dependable and punctual attendance.
• Maintain a neat and orderly work environment.
• Demonstrate friendliness, politeness and cooperation with other staff members, clients, supervisors, vendors and members of the community.
• Work with all families, staff and community members in a strength-based manner.
• Adhere to policies of CCB, as stated in the Personnel Policies, including dress code, confidentiality, WISP, information and technology, social media, boundaries and Employee Standard of Conduct.
• Prioritize work and assignments in order to meet established deadlines.
• Continues professional development through seminars, conferences, college/graduate course work, and State-sponsored trainings. Completes an individual professional development plan (IPDP).
• Conducts self evaluation of performance; willingness to accept constructive criticism and where appropriate, change behavior.
  
  

Work Environment And Physical Requirements

The majority of time is spent on-site at the Main Office, in the accounting office. Some meetings and activities may occur at other program sites or in the community. Employees work under typical office conditions, at a desk or workstation, and the noise level is usually quiet. Employees are regularly required to sit, talk or hear, both in person and by telephone; use hands repeatedly to finger, handle and operate standard office equipment. Must be able to provide documentation of good physical and mental health, free from communicable diseases, and evidence of up-to-date immunizations.

WORK SCHEDULE AND YEAR: This is a 35- 40 hour per week, year-round position.

SALARY RANGE: $22-$26 per hour, commensurate with experience. Benefits include health, vision, and dental insurance, sick and vacation time as well as paid holidays, paid closure days, and retirement plan.

CHILD CARE OF THE BERKSHIRES IS AN EQUAL OPPORTUNITY, AFFIRMATIVE ACTION EMPLOYER, WITH A LONGSTANDING COMMITMENT TO INCREASING THE DIVERSITY OF THE EMPLOYEE COMMUNITY. Salary Description $22-$26 per hour, commensurate with experience.