Job Type
Full-time
Description
The Humane Society for Southwest Washington is currently seeking a Payroll Administrator & AR Specialist to join our team. This is a full-time, FLSA nonexempt opportunity at our Vancouver Campus Animal Shelter.
Since 1897, The Humane Society for Southwest Washington (HSSW) has been caring for the animals of Southwest Washington and the surrounding area. We are a donor-supported non-profit with public contracts. Our mission is to rescue, return, restore, rehome, and reconnect one animal at a time. We also own and operate ReTails Thrift Store - the premiere Southwest Washington thrifting experience. Proceeds from ReTails support animal care and shelter operations.
Path Forward 2025 is an exciting and ambitious strategic plan focused on five strategic pillars : lifesaving pathways for animals, keeping people and pets together, thriving workforce, mission expansion and leveraging technology. Through these efforts we will build a community low-cost veterinary clinic, behavior and education center and improve animal spaces. We will expand programs and resources for the community allowing people and pets to stay together. People bring our mission to life each day. We are committed to a diverse, healthy, and engaged team of employees and volunteers who strive for excellence, treat one another with kindness, and provide quality and compassionate care for the pets and people we serve.
Payroll Administrator & AR Specialist
The Payroll Administrator & AR Specialist is responsible for managing and overseeing all aspects of payroll processing, assists with benefits configuration and administration, and manages incoming cash payments and contract invoicing. This role ensures accurate and timely payroll, maintains compliance with applicable laws, acts as the main point of contact for employees regarding payroll inquiries, and manages contract invoicing and aging accounts follow up.
Payroll Processing
- Calculate Wages : Ensure accurate calculation of salaries, wages, bonuses, overtime, and other earnings for all employees.
- Timekeeping : Verify and reconcile timesheets, work hours, and any paid time off (PTO), vacation, Holiday Pay and sick leaves.
- Deductions : Process deductions such as taxes, retirement contributions, insurance premiums, garnishments, and other withholdings.
- Disbursement : Ensure timely and accurate payroll disbursement via direct deposit, checks, or other payment methods.
- Compliance : Ensure payroll complies with local, state, and federal labor laws (e.g., FLSA, wage laws).
- Recordkeeping : Maintain accurate payroll records and prepare reports (for audits, budget analysis, etc.).
Benefits Assistance
Software Management : Manage configuration of payroll system codes for employee benefits programs such as health insurance, dental, vision, retirement plans, wellness programs, life insurance, and other fringe benefits.Enrollment : Assist new hires with benefit enrollment and life event updates. Assist HR in administering annual open enrollment to all employees.Claims Support : Assist employees with claims, benefits issues, and inquiries about coverage.Compliance : Assist HR to ensure payroll configuration adheres to regulations for COBRA, ERISA, HIPAA, ACA, and other benefits-related laws.Vendor Relations : Coordinate with third-party vendors or insurance providers to resolve discrepancies and ensure accuracy in benefits.Reconciliation : Reconcile benefits statements and deductions with payroll to ensure consistency.Reporting and Compliance
Tax Reporting : Review of payroll tax reports (federal, state, local), including quarterly and annual reports (e.g., W-2, W-4, 1099, 940, 941) prepared and filed by payroll service.Audit Support : Prepare data and documentation for internal and external audits.Compliance Reports : Generate and submit regulatory reports related to payroll and benefits (e.g., 5500 forms for retirement plans) as necessary.Employee Communication and Support
Employee Queries : Respond to payroll and benefits-related inquiries, clarifying policies and procedures.Training : Educate employees on payroll processes, timelines and deductions.Onboarding / Offboarding : Facilitate payroll and benefits setup for new hires and ensure proper processing for departing employees (final pay, COBRA, etc.).Continuous Improvement and Systems Management
System Configuration : Configure, maintain and update system earnings codes, benefit deductions, bonuses, and advances.System Updates : Maintain and update payroll and benefits systems (HRIS) to ensure data integrity and to streamline processes.Process Improvements : Identify opportunities for improving payroll and benefits procedures and systems for efficiency and accuracy.Confidentiality and Data Security
Data Privacy : Protect sensitive employee information and adhere to data privacy regulations.Records Management : Maintain detailed, accurate, and confidential records of employee compensation and benefits.These functions ensure that employees are compensated accurately, and benefit programs are properly administered, while maintaining compliance with legal standards.
Accounts Receivable Processing
Cash Receipts :
Open and distribute mail daily.Monitor, download, balance and assemble documentation for daily receipts - Collaborate with development personnel to identify and post donations.Record cash receipts in accounting software from multiple platforms.Prepare weekly bank deposits and forward to staff to carry out depositAR Invoicing :
Prepare monthly / quarterly invoices to contracted municipalities per contract terms.Prepare and enter invoices for pledge receivables in accounting software, in coordination with Development, as necessary.Reconciliation and follow up on outstanding receivables.Prepare animal licensing reports for coordination with the county.Assist with revenue account reconciliations at year-end and preparation for annual auditQualifications :
Education and Experience : Minimum of 3 years of experience in Payroll processing, 2 or more years of accounting education strongly preferred. Equivalent combination of education and experience acceptable.Technical Skills : Experience with Paylocity and / or MIP accounting software highly preferred. Strong general software and Excel skills required.Knowledge : Familiarity with federal and state employment laws, tax regulations, and benefits management. Should be comfortable reading and interpreting contracts.Key Competencies :
Strong attention to detail and accuracy.Excellent organizational and time management skills.Ability to maintain confidentiality and handle sensitive data.Strong communication skills, both verbal and written.Problem-solving and analytical abilities.Physical Requirements & Working Conditions :
Able to speak clearly with individuals and groups.Perform various physical tasks, including walking, standing, sitting, stooping, squatting, bending, typing, and using arms, hands, and fingers for grasping, lifting, and operating equipment.Repetitive hand use may be required for computer, telephone, and cell phone operation, including extended periods of keyboard use.Regular business hours, with occasional need for overtime during peak periods (e.g., year-end reporting, open enrollment).Office-based with occasional remote work flexibility.Work is performed in an animal shelter that operates seven days per week, with exposure to environmental conditions that include working with and / or near animals. There is potential exposure to fractious animals, high-noise levels, zoonotic diseases, animal bites and scratches, cleaning chemicals, allergens, and potential exposure of infectious diseases to self and personally owned animals.
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related duties required by their supervisor. This document does not create an employment contract implied or otherwise, other than an "at-will" relationship. HSSW participates in E-Verify.
Compensation
The hourly pay range for this position is $ 29.83 to $33.53 per hour. The starting pay within this range is dependent upon experience.
Full Time Employee Benefits
In addition to serving in an organization with a compassionate and strategic purpose; full-time employees currently enjoy the following benefits and employee perks.
Health, dental, and vision insurance benefits that become effective the first of the month after hire.Matching percentage 401 (k) retirement plan that begins the first month after hire, has a 3-year graded vestment schedule and a ROTH contribution option.Employee assistance program for all household member access.Section 125 FSA Cafeteria Plan for out-of-pocket health and / or dependent day care expenses.Numerous employee discounts and discounts with partner organizations.Access to affordable life, disability, and accidental supplemental insurance.As a 501c3 non-profit organization, full-time employees may be eligible for Public Service Loan Forgiveness with the potential to eliminate student loans within 10 years!Paid Time Off (PTO)
This position accrues PTO at a rate of 2 hours for every 40 hours worked.
Additional Paid time includes :
Floating Holidays.Bereavement leave.Pet bereavement leave.Jury duty pay.The ability to build a long-term sick-leave bank.Culture
Vision : A community where everyone loves and cares for animals.
Mission : Rescue. Return. Restore. Rehome. Reconnect. One animal at a time
Values : Compassion. Collaboration. Excellence. Service. Integrity.
The ultimate team player :
Displays interest, enthusiasm, and an affinity for working with people.Demonstrates an attitude in being of-service, using good judgment, maintaining a positive outlook, and ideally, a sense of humor.Works well in teams and demonstrates an attitude and commitment to collaboration with a sincere interest in helping others succeed.Is committed to achieving excellence individually and as a part of the team.Exhibits adaptability, curiosity, flexibility to change, open to new ideas, and encourages others to recognize changes in work tasks, situations, and environment as an opportunity for transformation.Is committed to personal and professional development through life-long learning.How to Apply
Does HSSW sound like the right place for you? Does this job sound like a great fit? Do you feel a dedication to HSSW's mission, vision, and values? Then, if you meet the qualifications for this position, click the Apply button to begin your journey today. HSSW participates in E-Verify.
For more information visit https : / / HSSW.org / careers / .
Application Deadline : Open until filled.
Salary Description
29.83 - $33.53 / hr
Salary : $30 - $34
