Payroll Administrator

Diocese of St. Augustine

Payroll Administrator

Reports to : Fiscal Controller

FLSA : Exempt

Grade : 206

General Summary : The Payroll Administrator processes full-cycle bi-weekly payroll for the Chancery Offices and coordinates and provides support to nearly 100 diocesan entities with their payroll (2,100 employees) to ensure timely and accurate payroll processing. With acute attention to great customer service and maintaining strong work relationships across locations, the Administrator serves as the subject matter expert to support diocesan entities with their payroll-related issues. This role requires leadership and administrative prowess with knowledge of payroll regulations, tax laws, and experience with payroll systems.

This position is not open to remote work in year one; however, eligible for hybrid work in year two. Position works out of the Chancery Offices, 11625 Old St. Augustine Road, Jacksonville, Florida.

Essential Duties and Responsibilities :

• Conducts accurate and timely full, bi-weekly payroll cycle payroll for the Chancery Offices, and coordinates with diocesan entities with bi-weekly and semimonthly payroll cycles.
• Monitors, spot-checks, and provides administrative oversight of payroll entries and changes by diocesan entities to maintain the integrity of the system and compliance with diocesan policy and legal requirements related to payroll law and employment law.
• Works closely with and seeks advice and counsel from the Human Resources team in the areas of benefits, Department of Labor laws, specifically FLSA, regulations, position classifications, DOSA compensation pay grades / ranges, and employment laws.
• Ensures the proper administration of the electronic timekeeping system. Monitors submissions of approved electronic timesheets and ensures valid data transfers to / from the payroll service.
• Serves as diocesan gatekeeper as to who may have access to the diocesan payroll system and / or brings to the attention of the Controller and / or CFO for guidance.
• With sensitivity to time constraints, effectively and efficiently troubleshoots payroll processing issues inter-departmentally or those received from local payroll administrators by researching or expediting to the payroll service provider (Paycor) to correct issues or solve problems.
• Researches and resolves payroll, tax, and garnishment-related matters. Serves as administrator for garnishments and coordinates with attorneys. Oversees year-end processes, including W-2 preview and distribution.
• Provides timely notice and updates to management personnel or end-users with payroll processing delays or potential issues; including the Controller and CFO.
• Trains and educates local payroll administrators, formally or through patiently taking the time to promote understanding, technical assistance, and best practices.
• Ensures that proper deductions on Chancery employee payroll deductions are correct. Works closely with the Office of Human Resources to obtain data and uploads for deductions such as changes, pensions, auto stipends, flexible spending 125, healthcare premiums, 403b contribution upload administration, housing allowance for senior priests, and ensures all mandated deductions are made. Note : Deductions are the responsibility of the entity and Business Manager and / or local payroll administrator.
• Works closely with the Diocesan Benefits Administrator during Open Enrollment.
• Continuously monitors and stays abreast of local, state, and federal mandates with respect to payroll. Ensures that all State, Federal and other required reports are generated, accurate and timely submitted avoiding late filings, penalties and / or interest.
• Creates and continually updates the Payroll Process Manual and conducts training as necessary.
• Prepares and analyzes payroll reports.
• Serves as an integral strategic partner with the Chief Financial Officer, Controller, Director of HR and others to explore continuous improvement in payroll processing and future vendor changes in the diocesan HRIS / Payroll system.
• Performs other related duties as assigned by supervisor.

Knowledge, Skills, and Abilities Required

LANGUAGE SKILLS

Ability to read, analyze, and interpret technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, vendors, employees, and the general public.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee will experience sitting in place at computer for long periods of time with extensive keyboarding / dexterity. Is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and / or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

WORKING CONDITIONS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet. Position may require some evenings or weekend hours. This position is not open to remote work in year one; however, hybrid work in year two will be considered.