Payroll Specialist at District Council of Madison Inc., Society of St. Vincent de Paul – Madison, Wisconsin

Part-time, Non-Exempt | 20-25 hrs./week, Monday – Friday | Flex schedule, based on department and business needs | $24-$26/hour, commensurate with experience

JOB SUMMARY

The Payroll Specialist is responsible for administrating payroll functions for St. Vincent de Paul-Madison and is responsible for the accurate and timely processing of payroll in compliance with organizational policies and applicable federal, state, and local regulations. This position reports to the Senior Director of Human Resources and works closely with the Human Resources Generalist to ensure payroll related employee changes, deductions, and data updates are accurately reflected in the HRIS system. The Payroll Specialist collaborates with the Accounting Department to ensure proper payroll reporting and reconciliation while maintaining strict confidentiality of employee payroll information.

ESSENTIAL DUTIES AND RESPONSIBILITIES

This list of duties and responsibilities is not all-inclusive and may be expanded to include other duties and responsibilities, as management may deem necessary.

Payroll Processing

• Process bi-weekly payroll for all employees using the organization’s HRIS/payroll system, and sometimes off-cycle payroll
• Review and verify employee timecards for accuracy, completeness, and compliance with payroll policies
• Verify all payroll changes from all locations and enter into master file in the HRIS system
• Enter any adjustments to payroll including but not limited to: garnishments, deductions, wage attachments, leave payouts, bonuses, reimbursements, benefit deductions, etc.
• Ensure payroll transactions are processed accurately and in accordance with established payroll schedules
• Complete adjustments for employee purchases, whether as a payroll deduction or using purchase credit.
• Prepare payroll documentation and reports prior to payroll submission

Payroll Administration

• Maintain payroll records and employee payroll files within the HRIS system
• Review payroll transaction reports to verify the accuracy of payroll entries
• Ensure employee payroll changes are properly documented and authorized prior to processing
• Assist with year-end payroll activities including preparation of W-2 documentation and payroll records
• Respond to employee inquiries regarding payroll, pay statements, deductions, etc.

HRIS and Employee Data Coordination

• Collaborate with Human Resources Generalist to ensure payroll-related employee changes such as new hires, terminations, status changes, pay adjustments, etc. are accurately reflected in the HRIS system.
• Communicate with department managers and HR staff to resolve payroll discrepancies or missing payroll information
• Request all supplemental payments or checks, such as child support, employee savings deposit, net deposit and taxes.

Compliance and Reporting

• Ensure payroll practices comply with federal, state, and local wage and hour laws and tax regulations
• Maintain payroll records in accordance with organizational record retention requirements
• Review and verify all information is correct.
• Forward payroll reports to accounting department.
• Ensure the completion and maintenance of all required records, filings and reports pertaining to payroll.
• Ensure the timely filing of all required government forms and reports.
• Complete all monthly, quarterly and yearly reports and filings.

Accounting Coordination

• Provide payroll reports and payroll data to the Accounting Department for financial reporting and reconciliation
• Support accounting staff in reconciling payroll expenses and related accounts when needed.
• Assist with payroll-related documentation required for audits or financial reviews.

Benefits and Payroll Deductions

• Prepare and post all weekly information such as holidays, vacations, etc.
• Process monthly billings for benefits
• Support the effort to create a more inclusive and equitable organization.
• Adhere to the Safeguarding Policy by ensuring timely completion of mandatory training, staying updated on relevant training modules, and undergoing the necessary background checks to maintain compliance.

QUALIFICATIONS & KEYS TO SUCCESS

Required Qualifications

• High school diploma or G.E.D.
• Minimum of 2-4 years of payroll processing through an HRIS system
• Experience reviewing timecards and processing payroll adjustments
• Intermediate proficiency in Microsoft Excel
• Basic accounting skills
• Strong attention to detail and high level of accuracy
• Ability to maintain strict confidentiality of payroll and employee information
• Strong organizational and communication skills
• Demonstrated ability to communicate and work effectively with individuals from diverse backgrounds and cultures

Preferred Qualifications

• Associate’s degree in Accounting, Business Administration, or Finance
• Experience using Paylocity HRIS/payroll system
• Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC)
• Experience working in a nonprofit organization
• Bilingual skills, particularly Spanish, preferred
• Demonstrate the implementation of best practices as required by the SVdP Safeguarding policy when interacting with children and vulnerable adults.

PHYSICAL AND MENTAL REQUIREMENTS

• While performing the duties of this job, the employee is frequently required to sit, talk and/or hear, and/or use hands to type, handle, or touch objects, tools, or controls. The employee is occasionally required to stand, and/or walk. The employee must occasionally lift and/or move up to 20 pounds while moving files or small packages. Specific vision abilities required by this job include close vision and the ability to adjust focus. The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position. This position requires the ability to focus on detailed work for extended periods and maintain accuracy when processing sensitive payroll information.
• An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

PART-TIME JOB BENEFITS

• Employee Assistance Program
• SEP IRA (after two years of employment)

NON-DISCRIMINATION POLICY

The District Council of Madison, Inc., Society of St. Vincent de Paul does not and shall not discriminate in our employment, services and volunteerism on the basis of age, race, color, disability, marital status, sex, sexual orientation, national origin, ancestry, arrest record, conviction record, military service, or use or nonuse of lawful products off the employer’s premises during nonworking hours, or any characteristic protected by applicable local, state and federal law. We are committed to providing an inclusive and welcoming environment for all members of our staff, clients, volunteers and vendors. Although the District Council of Madison, Inc., Society of St. Vincent de Paul does not generally consider religion in either hiring or the services it provides, because we are a Catholic charity, requiring liaison with the Catholic Church and its members, certain positions involving such liaisons are reserved for members of the Catholic Church. The District Council of Madison, Inc., Society of St. Vincent de Paul reserves the right to consider whether the conduct reflected in a criminal conviction demonstrates an incompatibility with the responsibilities of the specific job for which an applicant is applying.

EQUITY

St. Vincent de Paul has a vision for a deeply inclusive environment for our membership, staff, and volunteers. To foster a culture of belonging while providing equitable service delivery above and beyond Equal Opportunity requirements, SVdP candidates must be committed to cultural competency growth and work within diverse teams. SVdP is an Equal Opportunity Employer.

WORK LOCATION

This is a remote position. The employee may occasionally be asked to attend in-person meetings or trainings at the Middlecamp Center for Vincentian Charity location (2033 Fish Hatchery Rd, Madison, WI)