Payroll Administrator

We Are Committed to an Inclusive Workplace

At the Philadelphia Museum of Art, we actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply, especially those from marginalized and underrepresented groups in the museum field, who are inspired by our shared purpose and enjoy working collaboratively with others.
We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status. 

How You Will Contribute

The Philadelphia Museum of Art Finance Department is seeking an experienced, reliable Payroll Administrator.  As a member of the Finance team you will ensure accurate processing and recording of company’s payroll as well as provide timely and accurate financial information.  Looking for a detail-oriented, quantitative thinker, who is adept at noticing errors and can spend tie completing calculations.  Must be able to multi-task, prioritize, and remain highly organized.  Person must be highly trustworthy. 

Specifically, you will:

• Responsible for the preparation and processing of biweekly payroll for over 500 employees; review and ensure accuracy of approved timesheets; track and deduct all garnishments and other special payroll deductions
• Responsible for the coordination efforts between payroll, human resources, budget and other departments to ensure proper flow and maintenance of employee data
• Handle the administration of the electronic timekeeping system
• Perform daily payroll functions including reviewing and maintaining upgrades to ADP software
• Process payroll for Union members in compliance with the Carpenter’s contract
• Set up and maintain all payroll rules in Essential Time & Attendance in accordance with the HR Policies and Procedures
• Work in conjunction with the HR Department to ensure all employee Personnel actions are processed accurately
• Set up payroll Earnings/Deduction Codes when required
• Review and monitor all Personal Leave and Vacation/Sick Leave Accruals in ADP
• Manage workflow to ensure all payroll transactions are processed accurately and timely
• Execute bi-weekly ADP Essential time and attendance processing and interface with ADP Workforce Now payroll software Version
• Reconcile payroll prior to transmission and validate confirmed reports
• Download and save bi-weekly and quarterly reports from i-reports
• Prepare payroll reports for approval for payment
• Download and save post payroll files from bi-weekly payroll and upload to vendors, forward to other departments, create invoices for payment
• Track and submit ADP monthly invoice for payment
• Set up and process all garnishment calculations in compliance with court order
• Develop and maintain ad hoc financial and operational reporting as needed
• Maintain payroll/financial spreadsheets on a routine basis
• Process manual checks and relocation expenses
• Process Third Party Sick Pay
• Perform quarterly audits
• Process accurate and timely year-end reporting when necessary (W-2, W-2c, etc.)

Perform other duties as assigned

Your background and experience include:

• High School Diploma, Associate degree in Business Administration/Finance or Bachelor’s Degree preferred
• 5-8 years of Payroll Experience, CPP preferred
• Working knowledge of payroll best practices.
• Understand proper taxation of employer paid benefits and VISA employees
• Strong knowledge of federal and state regulations.
• Proficient in Microsoft Office programs, especially Excel.
• Working knowledge of ADP Essential Time, ADP Work Force Now and Financial Edge
• Strong work ethic and team player.
• High degree of professionalism.
• Ability to deal sensitively with confidential material
• Adherence to tight deadlines
• Self-starter with the ability to work independently
• Strong interpersonal (verbal and written) communication skills.
• Ability to communicate with various levels of management.
• Decision-making, problem-solving, and analytical skills.
• Organizational, multi-tasking, and prioritizing skills

Position and Compensation Details

• The salary for this position is $70,000.
• This position is Full-Time, Exempt, and 35 hours per week.
• This position reports to Controller
• Physical requirements:
  • Able to remain stationary for extended periods of time, to utilize computers and other office equipment required of this job, to perform physically administrative duties in a typical interior office environment, gallery, or exhibit space, and to access most public and staff areas of the museum campus
• Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

Institutional Requirements
 

• Upholds the professional standards of the field, always acts in a manner that is consistent with the best interests of the museum and protects and enhances its reputation and standing within the community of museums.
• Adheres to the museum’s code of ethics and Employee Handbook and avoids any real or perceived conflicts of interest.
• Shows respect for co-workers and visitors and an understanding of and appreciation for the diversity of the museum’s staff, volunteers, and audiences.
• Maintains confidentiality.
• Adheres to all museum protocols, procedures, rules, and policies.

Application Timeline

Applications will be reviewed on a rolling basis.  We encourage candidates to apply early as the position will close once we have a robust applicant pool or a candidate has been selected.

What We Offer

Our employees are at the center of the museum. As an employee, you will have access to numerous museum perks including, but not limited to:
 

• Free general admission to the museum for you and your immediate family
• Discounted guest tickets for admission
• Discounts on gift memberships
• Special staff tours and presentations from our curatorial and conservation teams
• Discounts at the museum restaurant, museum cafés, and museum retail and online stores

We offer a comprehensive benefits package for employees including:
 

• Medical, dental, and vision benefits
• Fully paid short-term disability insurance, long-term disability insurance, and life insurance
• Health savings or flexible spending account program
• Retirement savings program with museum match
• Paid vacation, personal days, sick days, and holidays

*Eligibility for certain benefits is based on a variety of factors including the employee’s regular schedule and tenure.

 

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