Why work at House of Ruth Maryland?
At House of Ruth Maryland, you have the ability to expand your knowledge, promote change, and work alongside career-oriented individuals while unleashing your own potential. We foster an environment of mutual respect, curiosity, and endless opportunities. So what are you waiting for?? Come join us and become a part of something special!
Position Summary: The Payroll Administrator provides key support to all agency staff by fulfilling several key functions: 1.) the accurate and timely processing of bi-weekly payroll and related post-payroll duties; 2.) the maintenance of the general ledger through accounts payable support; and 3.) the preparation of reconciliations and the analysis of supporting schedules for audits, grants and other ad-hoc financial reporting needs of the Accounting team and agency staff. The Payroll Administrator is a member of the HRM Accounting team but supports the HR team through the administration of payroll and payroll-related benefits functions. In addition, the position maintains a high level of confidentiality, communicates effectively and diplomatically with all internal and external parties, and provides support where necessary for grant reporting, vendor and customer communication.
Primary Responsibilities:
- Reviews Timesheets & Attendance in the Paychex Payroll Software. Confirms timesheet approvals for staff by their assigned program directors or managers; verifies figures for accuracy and proper approvals; reviews grant coverage assignments and adjusts within Paychex as needed.
- Maintains the grants coverage spreadsheet that lists each staff and their grant coverages, including vacant position’s grant coverages.
- Maintains and updates the grants salary expenditure worksheet and individual grant worksheets each month after the final payroll is complete.
- Prepares copies of timesheets by grant in their corresponding expenditure folders.
- Uses adobe editing software to add notes to timesheets for grants.
- Receives, tracks and records employee travel and expense reimbursement requests; reviews requests for accuracy and appropriate cost coding; posts to ledger; processes through Paychex for inclusion onto employees’ paychecks.
- Communicates with the HR Dept. to ensure the integrity of the payroll data including data related to new hires, terminations, transfers and rate changes; makes data updates as necessary.
- Processes bi-weekly and special payrolls including year-end adjustment payrolls and all related journal entries; reviews payroll documentation for accuracy through Paychex audit reports and makes any necessary adjustments; obtains necessary approvals; prepares post-payroll benefits account files and grant reporting documents as needed.
- Researches and resolves questions from managers and employees as they relate to the processing of payroll information such as PTO and ESL, direct deposits, garnishments, employment verifications, workers’ compensation, retroactive pay calculations, tax questions, etc.
- Provides Support for Accounts Payable via general ledger and journals. Researches monthly vendor statements and Accounts payable issues.
- Acts as vendor liaison for invoice question or disputes; solves issues and questions on agency’s behalf and researches any payment issues; acts as liaison to program staff for internal reports, coordinates with appropriate personnel to answer questions and solve issues.
- Supports with various tasks or ad-hoc reporting as necessary especially in reference to the agency’s wide range of government, foundation and corporate grants; assists with maintaining grant-tracking worksheets as needed.
- Acts as agency liaison on accounting software especially in reference to AP systems, subsidiary ledgers and reporting modules; offers software support and training to other agency personnel as necessary; assists with document retrieval and uses accounting software to generate ad-hoc reports, and query information for audit or other purposes.
- Other duties as assigned.
Experience/Requirements:
- A minimum of two years of processing payroll using internet-based payroll software (Paychex payroll software experience helpful). Accounts Payable experience is not necessary and training can provided for the right candidate. (Non-profit experience and/or basic grant knowledge preferred).
- Ability to maintain confidentiality and work independently and accurately.
- Good analytical and written skills.
- Computer literate (MS WORD, EXCEL, general ledger software and e-mail). Ability to design and use EXCEL spreadsheets.
- Energetic team player with excellent interpersonal communication and problem solving skills.
- Ability to understand intimate partner violence and how it affects the client population
- Ability to work with people of diverse backgrounds.
- Ability to pass a criminal background.
Physical Demands:
This is largely a sedentary role with extensive use of computer a keyboard/mouse; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.
Position Type / Expected Hours of Work:
This is a full-time position. Days and hours of work are Monday – Friday, 9 am to 5 pm. The potential to work partially from home will be available after the training and probationary period are completed. Evening and weekend work may be required as job duties demand.
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| House of Ruth Maryland upholds the mission of the Equal Employment Opportunity Commission by being an Equal Employment Opportunity Employer. All applicants will be considered for employment and will not be excluded because of color, race, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability status, or age. |
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