State Contract Billing & Payroll Specialist

POSITION SUMMARY: 

The State Contract and Payroll Specialist is responsible for ensuring the accurate and timely processing of payroll and reconciliation of Child Care Financial (CCFA) Aid between the Y and the MA Department of Early Education and Care (DEEC). This role requires strong attention to detail, knowledge of relevant state regulations, and excellent communication and problem-solving skills. 

 
ESSENTIAL FUNCTIONS: 

• State Contract Billing
  • Print Vouchers from CCFA State Website for Early Education centers
  • Maintain a secure, organized file of all vouchers, providing a copy to the Education Administrative Representative as required
  • Maintain accurate and updated spreadsheets for vouchers reimbursement data, including separate lists for DEEC and other relevant agencies. 
  • Generate and distribute monthly attendance records to all childcare programs
  • Accurately enter attendance information in CCFA 
  • Submit accurate and timely monthly billing to CCFA system for reimbursement
  • Generate detailed ledger of all CCFA billing organized by program and site for tracking and reporting purposes

• Accurately enter information regarding approved closures within the CCFA system
• Ensure compliance with all applicable state and federal regulations related to the administration of childcare programs.

• Payroll Administration
  • Enters and Processes bi-weekly payroll. Maintains database systems for regular internal reporting requirements. Ensures compliance with various external reporting. Facilitates all payroll changes. Maintains a current and accurate HRIS as it relates to employee information and data. 
  • Facilitates payroll changes as they pertain to payroll such as time off management, annual and merit increases, discretionary bonuses, and other strategies. 
  • Maintains working knowledge of payroll laws, reporting, and best practices. 
  • Manage and administer all payroll records for personnel and archival purposes. 
  • Supports the flow of job candidates from ATS into the HRIS as needed.  Verifies the set-up of new hire to ensure functionality within the HRIS ensuring alignment with payroll processing as it relates to the General Ledger.  
  • Ensures payroll deductions are correctly administered and flow correctly to our benefit providers. Reconcile all staff member benefit billing and transfer to Finance department. 
  • Ensures proper execution of compensation strategy and philosophy as it impacts employee pay. Ensures any performance-based pay increases are reflected in personnel changes. Assists in audits of employee credentials that have impact on pay. 
  • Provides any needed information to the People Ops team to support accurate and compliance personnel records. Provides reporting data as needed to support Analytics. Provides audit support as needed to ensure budgetary efficiency as it pertains to wages, overtime, and departmental allocation. 
• Support the People Operations and Finance Departments on various initiatives and projects as needed

QUALIFICATIONS: 

• Excellent communication, interpersonal, and relationship-building skills
• Strong organizational and project management skills
• Associate's degree in related field or equivalent experience preferred
• Proven experience in a similar role, at least 1 years of professional experience preferred 
• Some experience with payroll software required. Specific understanding of ADP preferred.
• Knowledge of EEC, CCFA, and DOE administration and operations is a plus.
• Working knowledge of Federal and MA employment law specifically in regard to payroll.
• Background in Y-USA, LCDC, and understanding of Y Culture, Mission, and Values preferred.
• Must be proficient in Microsoft Office and O365, specifically Excel

WORK ENVIRONMENT & 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 is required to sit, stand or reach for extended periods of times, move around the work environment independently, push, pull or lift up to 25 pounds for short periods of time. Employees are exposed to noise and fluctuating temperatures.