Payroll Specialist

SCI Summary: S CI supports people with disabilities, behavioral challenges, medically complex needs, transitioning youth, the elderly, and other populations using Maryland Department of Health’s Targeted Case Management and Supports Planning work models as well as a concierge level geriatric care management and care partner model.

Position Summary: The Payroll Specialist will primarily be responsible for processing, payroll, including maintaining related records, establishing new codes and tax jurisdictions. Process involuntary and voluntary deductions and reconciliations. Balance and control earnings and deduction totals, inspecting automated system outputs, such as registers and standard reports. Determining and correcting out of balance conditions. Preparing, reconciling ang filing tax reports. Balancing and reconciling quarterly and year end reports, including but not limited to 941, W-2s and W-3s. Keen understanding of payroll software, laws, accounting software and payroll administration. Work closely with other departments and external auditors to cultivate sturdy payroll internal controls. Sharp eye for detail. Excellent mathematical and time management skills. Ability to multi-task and work adeptly under pressure. Very strong communication, organizational and problem-solving skills. Proven track record for displaying honesty, trustworthiness and reliability is key.

SCI Team Member Expectations: All SCI team members are expected to: Ensure services provided follow the organization’s mission statement, core operating values and policies and procedures. follow HIPAA, confidentiality and security procedures and principles; collaborate with peers, leadership, and support areas of the organization; actively participate in and contribute to leadership and other staff meetings and trainings; maintains compliance with federal, state, and local employment laws and regulations; follow self-direction and person-centered planning procedures and philosophy; and to foster a culture that values diversity.

Essential Duties:

• Ensuring compliance with Generally Accepted Accounting Principles (GAAP)
• Maintain accurate and timely payroll processing
• Process bi-weekly payroll for 600+ team members, including mileage reimbursements, processing tuition reimbursement and student loan payments, calculating payroll changes, including retro pay calculations. Process quarterly bonuses and off cycle payrolls as necessary
• Provide monthly Payroll subledger to Accountant to support the General Ledger import.
• Collect timekeeping information of team members. Verify timekeeping records and consult Team Member’s supervisors about any discrepancies
• Record or transfer payroll data into payroll software system and verify all amounts prior to transmitting payments
• Enter HSA bank information and ensure accurate calculation of benefits withheld and/or matched
• Must have extensive payroll knowledge and the ability to apply this knowledge. Keep informed about changes in tax and deduction laws that apply to the payroll process.
• Review and audit W-2’s and other regulatory forms for accuracy
• Maintain proficiency in ADP by taking courses and updates offered by ADP
• Prepare reports for Accountant to enter payroll transactions into general ledger system
• Use ADP (or other) software to process payroll and ensure accurate calculation of pay according to hours worked and salaries paid
• Manage team member questions regarding payroll and investigate and resolve any errors in payroll in a timely manner
• Process tuition reimbursement, student loan payments, and other PCN-driven payments
• Company Mileage – process team member expense reports and reimbursements.
• Maintain current working knowledge of accounting and payroll (ADP) software Payroll capabilities
• Work closely with the People & Culture department regarding questions on team member ADP records, tuition reimbursement payments, and bonuses.
• Send out timesheet reminders to team members and supervisors when timesheets are due, review timesheets for proper approvals, work with supervisors and team members to resolve timesheet issues
• Ensure all Department of Labor pay regulations are in place, stay current with department of labor pay changes and communicate changes to appropriate team members
• Reconcile Quarterly and Annual payroll tax reports. Provide reports to Accountant to use to reconcile general ledger accounts to payroll records
• Implement, maintain, and review payroll processing systems to ensure timely and accurate processing of payroll transactions including salaries, benefits, garnishments, taxes, and other deductions
• Ensures compliance with federal, state, and local payroll, wage, and hour laws and best practices
• Facilitates audits by providing records and documentation to auditors as requested.
• Other duties as assigned
• Participate in process improvement initiatives by identifying areas of improvement, reviewing and updating departmental and desktop procedures and spreadsheets to ensure they are in alignment with the payables process, provide recommendations on automating procedures
• Maintain appropriate records and work-papers for annual audit and prepare information for auditor
• Contribute to the development and review of annual budget and quarterly financial projections
• Meet processing and reporting deadlines
• Prepare and maintain worksheets on a weekly or monthly basis for management use.

Other Responsibilities:

• Model and promote organizational philosophies of person–centeredness and shared leadership in all interactions with internal and external stakeholders
• Participate in meetings and training sessions that offer learning opportunities and that promote and enhance skills and professional development
• Ensure that assigned organizational project objectives are met
• Perform all duties as described, and others as required, using the foundation of the organization’s philosophies and values

Supervisory Duties:

• This position has no supervisory responsibilities

Supervisory Duties:

• This position has no supervisory responsibilities

Education Required:

• Associate degree in accounting or finance required. May substitute work experience and/or certifications
• Certified Payroll Professional Certification strongly preferred

Experience Required:

• 7 to 10 years of experience in full-cycle payroll processing for a large company
• 3 years of experience with ADP payroll services required
• Experience participating in 403(b) and financial audits

Education Required:

• Associate degree in accounting or finance required. May substitute work experience and/or certifications
• Certified Payroll Professional Certification strongly preferred

Experience Required:

• 7 to 10 years of experience in full-cycle payroll processing for a large company
• 3 years of experience with ADP payroll services required
• Experience participating in 403(b) and financial audits

SCI Value Related Competencies:

• People Come First (Customer Focus): Thinks and acts with people we support in mind when making decisions. Dedicated to meeting the expectations and requirements of internal and external shareholders, uses information and feedback to improve services.
• Building Relationships and Connections : Interpersonal savvy. Relates to all kinds of people. Builds appropriate rapport, uses diplomacy and tact, diffuses high-tension situations comfortably. Establishes and maintains meaningful connections within the community and the organization (internal and external stakeholders)
• Education (Informing Others): Quickly finds common ground to solve problems. Is seen as a cooperative team player. Provides coaching and mentoring to team members. Consistent communicator provides team members with the tools they need to perform their jobs in a timely manner. Explores all available options to make the best decision for internal and external holders
• Diversity : Values, appreciates and honors the ways in which cultural differences can create value in organizations. Is service oriented: Demonstrates a commitment to the philosophies for services and the goal of independence for the people we serve. Raises awareness in communities to appreciate the similarities and unique gifts of each person. Interacts with all kinds of team members equitably, deals effectively with all races, nationalities, cultures, disabilities, ages, and genders, supports equal and fair treatment and opportunity for all.
• Driving Solutions ( Perseverance): Pursues all initiatives with energy, drive, and the goal to succeed.

Job-Specific Competencies:

• Highly developed interpersonal and communication skills, both written and verbal, and a professional demeanor which interacts clearly, and effectively with all organizational leaders and team members
• Extensive knowledge of general ledger and Generally Accepted Accounting Principles. Thorough understanding of a chart of accounts
• Knowledge of payroll laws as pertains to payroll processing.
• Extensive knowledge of the payroll function including preparation, balancing, internal control, and payroll taxes.
• Confidentiality and safeguarding of all payroll and team member personal information.
• Knowledge of state and federal laws that govern the payment of wages, taxation, garnishments, withholdings, and reporting requirements
• In-depth knowledge of 403(b) plans and audit requirements
• Working knowledge of MS Office Suite with advanced knowledge of Excel
• Critical thinking, problem-solving, and analytical skills
• Manage time and resources effectively while balancing the highest priorities of the organization
• Highly organized and detail oriented
• Possess a high level of learning agility for continuous development

Physical Demands: Generally, presents standard office environment. Must be able to remain in a stationary position >95% of the time. Continually operates a computer, keyboard and mouse, and other office productivity machinery, such as a calculator, copy machine, printer, and mobile Smartphone device. Constantly positions self to comfortably maintain computer equipment. May occasionally be required to move about in an office setting or position office equipment weighing between 10-25 pounds. Vision abilities required by this job include close vision. Ability to operate a motor vehicle. The person in this position frequently communicates with other people. Must be able to exchange accurate information in these situations.

IT Roles must be able to position self to maintain computers and equipment, including under desks and in server room(s). Frequently moves equipment weighing up to 50 pounds.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. This job description is subject to change at any time.