What are the responsibilities and job description for the Payroll & Bookkeeping Specialist position at Kenosha Human Development Services?
KENOSHA HUMAN DEVELOPMENT SERVICES, INC.
3536 52nd Street Kenosha, WI 53144
Division/Department: Administration
Location: Main Office
Job Title: Payroll and Bookkeeping Specialist
Reports To: Director of Finance
Type of Position: Full-time
FLSA Status: Non-Exempt
Schedule: Monday - Friday 8am - 5pm unless otherwise arranged or necessary to complete tasks for hard deadlines
Salary: Based on education and experience
Click on link for full job description: Payroll & Bookkeeping Specialist 1-14-2025
POSITION SUMMARY
The Payroll and Bookkeeping Specialist is responsible for completing payroll and bookkeeping functions for Kenosha Human Development Services through Paylocity and NetSuite. Payroll for over 175 employees across multiple programs funded through different sources ensuring compliance with all Federal, State, and Local laws while maintaining accurate records. The individual will work closely with the Director of Finance and HR Director to ensure financial data is accurate, payroll is processed on time, and internal controls are maintained. Complete bookkeeping tasks as assigned by Fiscal Manager, ensuring that AR/AP is completed and documented in NetSuite accurately and complies with all GAAP.
RESPONSIBILITIES
1. Payroll Management
a. Process semi-monthly payroll across various programs.
b. Ensure payroll is processed accurately, timely, and in compliance with applicable laws (federal, state, and local tax laws, wage and hour laws).
c. Coordinate with HR to ensure all employee information (e.g., new hires, termination, changes in pay rates, benefits) is up to date.
d. Calculate and manage payroll deductions, including taxes, benefits, retirement contributions, garnishments, and other withholdings.
e. Ensure accurate reporting and payment of payroll taxes (Federal, State, Social Security, Medicare, etc.).
f. Provide detailed payroll reports to management, ensuring that employee compensation, benefits, and tax liabilities are documented.
g. Respond to payroll-related inquiries from employees, addressing issues related to pay discrepancies, benefits, or deductions.
2. Bookkeeping & Financial Recordkeeping
a. Maintain accurate general ledger entries, ensuring proper classification, and recording of financial transactions.
b. Prepare and post monthly journal entries, including accruals, allocations, and adjusting entries.
c. Ensure that all financial records are kept up to date, accurate, and complete.
3. Compliance & Regulatory Reporting
a. Ensure compliance with federal, state, and local tax laws and regulations, including tax filings for payroll and benefits.
b. Prepare and file all required payroll-related reports, including W-2s, 1099s, and 941s ensuring accuracy and timely submission.
c. Collaborate with external auditors to ensure that financial records and payroll records are in compliance with regulatory requirements.
d. Stay updated on payroll laws, tax regulations, and bookkeeping best practices.
4. Budgeting & Program Cost Allocation
a. Work with program managers to allocate payroll costs across 40 programs, ensuring accurate distribution of labor costs based on funding sources.
b. Assist in the development of the organization's annual budget by providing detailed payroll and expense data.
c. Ensure accurate tracking of time and effort for programs with multiple funding sources, including proper allocation of staff times.
5. Employee Benefits & Leave Tracking
a. Administer employee benefit programs in collaboration with HR, including tracking employee leave (sick, vacation, FMLA), ensuring benefits are correctly deducted and administered.
b. Maintain accurate records of employee leaves of absence, ensuring that records are consistent with payroll data.
c. Calculate and ensure accurate reporting of employee deductions for health insurance, retirement plans, and other benefits.
6. Systems & Process Improvement
a. Ensure the payroll and bookkeeping software systems are fully operational, identifying any system inefficiencies or improvements.
b. Provide recommendations for improvements in payroll processing, bookkeeping practices, and internal controls.
c. Assist in the implementation of new technology or tools related to payroll, bookkeeping, or financial reporting.
7. Ad-Hoc Reports & Special Projects
a. Provide ad-hoc reports to management as requested, including budget vs. actual payroll expenditures and detailed cost allocation reports.
b. Participate in special finance-related projects as assigned by the Finance Director.
QUALIFICATIONS:
1. Ability to effectively communicate, both written and verbally
2. Must have reliable transportation and valid driver’s license with good driving record
3. Must carry own auto insurance with at least 100,000/300,000/100,000 coverage
4. Ability to maintain records and document interactions
5. Ability to give and accept feedback as a part of a team
6. Ability to traverse within the workspace and community frequently
7. Be willing to learn and work with the agency philosophies
8. Education and Experience
a. Bachelor's degree in Accounting, Finance, Business Administration, or related field.
b. Minimum of 3-5 years of experience in payroll processing and bookkeeping, preferably in a nonprofit environment.
c. Experience with multi-program organizations, and managing payroll across multiple funding sources, is highly preferred.
d. Familiarity with nonprofit accounting, fund accounting and cost allocation principles.
e. Experience with accounting software (e.g., QuickBooks, Sage, or similar payroll/bookkeeping systems).
f. Knowledge of payroll processing software (e.g., ADP, Paychex, or equivalent).
Kenosha Human Development Services is an Equal Opportunity Employer. We do not discriminate on the basis of age, race, color, sex, religion, disability, national origin, veteran status, sexual orientation, sexual identity, or any other status protected under federal, state, and local law. All employment is decided on the basis of qualifications, merit, and business need.
3536 52nd Street Kenosha, WI 53144
Division/Department: Administration
Location: Main Office
Job Title: Payroll and Bookkeeping Specialist
Reports To: Director of Finance
Type of Position: Full-time
FLSA Status: Non-Exempt
Schedule: Monday - Friday 8am - 5pm unless otherwise arranged or necessary to complete tasks for hard deadlines
Salary: Based on education and experience
Click on link for full job description: Payroll & Bookkeeping Specialist 1-14-2025
POSITION SUMMARY
The Payroll and Bookkeeping Specialist is responsible for completing payroll and bookkeeping functions for Kenosha Human Development Services through Paylocity and NetSuite. Payroll for over 175 employees across multiple programs funded through different sources ensuring compliance with all Federal, State, and Local laws while maintaining accurate records. The individual will work closely with the Director of Finance and HR Director to ensure financial data is accurate, payroll is processed on time, and internal controls are maintained. Complete bookkeeping tasks as assigned by Fiscal Manager, ensuring that AR/AP is completed and documented in NetSuite accurately and complies with all GAAP.
RESPONSIBILITIES
1. Payroll Management
a. Process semi-monthly payroll across various programs.
b. Ensure payroll is processed accurately, timely, and in compliance with applicable laws (federal, state, and local tax laws, wage and hour laws).
c. Coordinate with HR to ensure all employee information (e.g., new hires, termination, changes in pay rates, benefits) is up to date.
d. Calculate and manage payroll deductions, including taxes, benefits, retirement contributions, garnishments, and other withholdings.
e. Ensure accurate reporting and payment of payroll taxes (Federal, State, Social Security, Medicare, etc.).
f. Provide detailed payroll reports to management, ensuring that employee compensation, benefits, and tax liabilities are documented.
g. Respond to payroll-related inquiries from employees, addressing issues related to pay discrepancies, benefits, or deductions.
2. Bookkeeping & Financial Recordkeeping
a. Maintain accurate general ledger entries, ensuring proper classification, and recording of financial transactions.
b. Prepare and post monthly journal entries, including accruals, allocations, and adjusting entries.
c. Ensure that all financial records are kept up to date, accurate, and complete.
3. Compliance & Regulatory Reporting
a. Ensure compliance with federal, state, and local tax laws and regulations, including tax filings for payroll and benefits.
b. Prepare and file all required payroll-related reports, including W-2s, 1099s, and 941s ensuring accuracy and timely submission.
c. Collaborate with external auditors to ensure that financial records and payroll records are in compliance with regulatory requirements.
d. Stay updated on payroll laws, tax regulations, and bookkeeping best practices.
4. Budgeting & Program Cost Allocation
a. Work with program managers to allocate payroll costs across 40 programs, ensuring accurate distribution of labor costs based on funding sources.
b. Assist in the development of the organization's annual budget by providing detailed payroll and expense data.
c. Ensure accurate tracking of time and effort for programs with multiple funding sources, including proper allocation of staff times.
5. Employee Benefits & Leave Tracking
a. Administer employee benefit programs in collaboration with HR, including tracking employee leave (sick, vacation, FMLA), ensuring benefits are correctly deducted and administered.
b. Maintain accurate records of employee leaves of absence, ensuring that records are consistent with payroll data.
c. Calculate and ensure accurate reporting of employee deductions for health insurance, retirement plans, and other benefits.
6. Systems & Process Improvement
a. Ensure the payroll and bookkeeping software systems are fully operational, identifying any system inefficiencies or improvements.
b. Provide recommendations for improvements in payroll processing, bookkeeping practices, and internal controls.
c. Assist in the implementation of new technology or tools related to payroll, bookkeeping, or financial reporting.
7. Ad-Hoc Reports & Special Projects
a. Provide ad-hoc reports to management as requested, including budget vs. actual payroll expenditures and detailed cost allocation reports.
b. Participate in special finance-related projects as assigned by the Finance Director.
QUALIFICATIONS:
1. Ability to effectively communicate, both written and verbally
2. Must have reliable transportation and valid driver’s license with good driving record
3. Must carry own auto insurance with at least 100,000/300,000/100,000 coverage
4. Ability to maintain records and document interactions
5. Ability to give and accept feedback as a part of a team
6. Ability to traverse within the workspace and community frequently
7. Be willing to learn and work with the agency philosophies
8. Education and Experience
a. Bachelor's degree in Accounting, Finance, Business Administration, or related field.
b. Minimum of 3-5 years of experience in payroll processing and bookkeeping, preferably in a nonprofit environment.
c. Experience with multi-program organizations, and managing payroll across multiple funding sources, is highly preferred.
d. Familiarity with nonprofit accounting, fund accounting and cost allocation principles.
e. Experience with accounting software (e.g., QuickBooks, Sage, or similar payroll/bookkeeping systems).
f. Knowledge of payroll processing software (e.g., ADP, Paychex, or equivalent).
Kenosha Human Development Services is an Equal Opportunity Employer. We do not discriminate on the basis of age, race, color, sex, religion, disability, national origin, veteran status, sexual orientation, sexual identity, or any other status protected under federal, state, and local law. All employment is decided on the basis of qualifications, merit, and business need.
