Job DescriptionSUMMARY: The Payroll Manager is responsible for accurately and efficiently managing all aspects of the organization's payroll process, ensuring employees are paid correctly and on time while complying with relevant laws and regulations. This includes accurately calculating wages, deductions, and taxes, as well as maintaining payroll records and handling employee inquiriesESSENTIAL DUTIES AND RESPONSIBILITIES: (These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required. Nothing in this job description restricts management’s rights to assign or reassign duties and responsibilities to this job at this time)
Job Duties
Payroll Processing:
Collect and verify employee timekeeping data and payroll information.
Process bi-weekly payroll for salaried and hourly employees.
Ensure accurate calculation of wages, overtime, deductions, and benefits.
Maintain payroll records in accordance with organizational policies and legal requirements.
Lead and implement payroll onboarding for new acquisitions and expansions.
Compliance and Reporting:
Ensure payroll practices comply with federal, state, and local labor laws.
Assist payroll company in preparations and filing payroll tax reports (e.g., IRS Forms 940, 941, 1094, 1095 W-2s & W-3).Assist with annual audits and provide payroll-related documentation as needed.
Maintain confidentiality and security of payroll data.
Benefits and Deductions Administration:
Coordinate with HR to process employee benefits deductions, including health insurance, retirement plans, and voluntary deductions. Ensure new benefits are accurately implemented annually.
Grant Allocation Processing:
Allocate payroll expenses to appropriate grants, programs, or restricted funds based on employee roles and time allocations provided by the program managers or grant accountants.
Collaborate with program managers and finance staff to ensure accurate coding and documentation of payroll costs.
Maintain detailed records of payroll allocations for grant compliance and reporting.
Assist in preparing payroll-related data for grant proposals, budgets, and financial reports and audits.
System Maintenance and Data Entry:
Maintain and update payroll systems and employee records.
Enter transfers, terminations, and changes in pay or benefits.
Generate payroll reports for internal use and external stakeholders.
Communication and Support:- Serve as a liaison between payroll, HR, and finance departments.
- Be the primary liaison with ADP, our current software provider
- Provide training or guidance to staff on payroll procedures and timesheet submissions.
- Respond to external and employee questions regarding pay, deductions, and tax forms.
Continuous Improvement:
Identify and recommend improvements to payroll processes and systems. Stay updated on changes in payroll laws and best practices in the non-profit sector.
OTHER RESPONSIBILITIES:
Comply with all applicable training requirements. Comply with all company safety, personnel and operational policies and procedures. Comply with work schedule to ensure effective operations of Agency programs. Contributes positively as a member of a productive and cooperative team. Performs other duties as necessary to fulfill the Vincentian CARES, Inc. Mission.
Employee Benefits:- Health Insurance
- Life insurance
- Dental Insurance
- Vision insurance
Short- and Long-Term Disability120 hours of PTO accrued biweekly starting at day 1 of employment13 Paid Holidays to include Employee’s birthday and Date of Hire403(b) with employer match up to 3%REQUIRED KNOWLEDGE, SKILLS AND ABILITIES: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.)Able to speak, write and understand English.
Possess basic computer skills.
Must be sensitive to and respect cultural diversity amongst clients, staff and volunteers and able to work with diverse racial, ethnic and economic groups.
Flexible work schedule including evenings, nights, weekends and holidays.
Ability to set appropriate limits, work under deadlines and multi-task.
Ability to organize, prioritize, self-motivate, and deliver results.
Excellent communication and listening skills.
Possess strong work ethics.
Successfully pass Law Enforcement background screening.
Valid Florida driver’s license if driving an agency vehicle or a personal vehicle for company business.
Must have reliable transportation
Participates in Agency Performance Quality Improvement (PQI) program and Accreditation/Reaccreditation process.
Mission driven attitude supplemented with integrity and passion.
Adherence to the highest ethical standards, personally and professionally.
A high level of openness and willingness to receive feedback/suggestions from superiors and others, and to learn new skills to improve job performance.
Evidence of deep alignment with Vincentian CARES, Inc. Mission and Values.
ADDITIONAL KNOWLEDGE, SKILLS AND ABILITIES:
(To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.)Proficiency with payroll and benefit software (e.g., ADP, or similar payroll systems).Strong Excel skills and familiarity with accounting systems. Knowledge of federal and state payroll regulations and tax reporting requirements. High attention to detail and accuracy. Strong organizational and time management skills. Excellent communication and interpersonal abilities. Ability to handle sensitive information with discretion and confidentiality.
EDUCATION AND EXPERIENCE:
Associate’s degree in Accounting, Finance, Business Administration, or related field. Experience can be used in lieu of a degree.2+ years of payroll experience, preferably in a non-profit or grant-funded environment. Experience with fund accounting or grant allocation is a plus Familiarity with non-profit compliance and reporting standards is a plus. Payroll certification (e.g., FPC CPP or SHRM) is a plus.
