Payroll Supervisor

JOB SUMMARY

Working closely with the outsourced payroll processor, the Payroll Supervisor supervises, reviews and ensures the accuracy and timeliness of the National Trust’s, Main Street’s, and NT Green Fund’s ( non-profit subsidiaries of the National Trust) ADP Workforce Now payroll processing, including but not limited to the generation of the bi-weekly payroll and compliance to federal and state tax reporting requirements; reconciles all payroll withholding accounts; provides required reporting and analysis for both payroll fiscal and calendar year-ends; and prepares the payroll journal entries for upload to the accounting system. This position works in coordination with the HR Department and reports to the Senior Director of Accounting & Reporting.

DUTIES

• Review and approve the data entry of the bi-weekly payroll information into the ADP Workforce Now payroll system for both the National Trust and National Trust’s non-profit subsidiaries, handle entries or address issues as needed. Ensure accurate calculation of wages, and processing of tax withholding and company deductions.
• Responsible for the filing and payment of quarterly unemployment, and disability tax reports for various localities (cities and counties), states, and the Internal Revenue Service not processed by ADP.
• Establish new state accounts for unemployment and withholding taxes as needed.
• Reconcile the state withholding filing returns that should be filed each quarter with the returns filed by ADP. Follow up on any missing returns that have not been filed and ensure all returns are filed timely.
• Submit employees’ retirement contributions to Transamerica within required IRS guidelines after each pay period.
• Review employees’ 403b Pre-tax, 403b Roth, and 457b contributions regularly to make sure they do not exceed IRS contribution limit.
• Review and coordinate the distribution of annual W-2's to employees nationwide.
• Prepare the payroll journal entries for upload to the accounting system (currently Unit4).
• Handle timesheets and payroll allocations for staff charging time to Federal awards.
• Distribute monthly payroll labor reports for review by Program Managers as required for Federal and restricted award, and endowment and budget tracking.
• Reconcile all general ledger payroll and benefit withholding accounts to payroll and tax reports.
• Prepare annual payroll audit schedules for both the Employee Benefit Plan audits and the financial statement audit.
• Prepare payroll schedules for the IRS Form 990.
• Assist with the annual Workers’ Compensation audit.
• Prepare the Multiple Worksite Census reports and assist with other census reports that may require payroll information.
• Track leave balances and communicate balances to staff on a regular basis, especially for those with either high or low balances.
• Manage relationships with the payroll-related vendors, such as Corban OneSource, the outsourced payroll processor, and ADP. Coordinate closely with the HR Department.
• Prepare payroll correspondence for IRS, state, and local governments.
• Maintain updated documentation of the payroll process.
• Resolve processing of new payroll items stemming from a National Trust change or a change in law or regulations.
• Respond in a timely manner to payroll related inquiries.
• Assist with other duties and projects as assigned.

QUALIFICATIONS

• At least 10 years of professional level experience in the accounting field, including experience managing large or complex accounting projects and analyses in a nonprofit setting, with substantive experience in payroll processing and payroll-related matters, including tax compliance and reporting and account analysis/reconciliations. Experience in a large, national level, matrixed, and geo-graphically dispersed organization preferred.
• Must possess advanced skill in payroll processing with a strong emphasis in accuracy and timely processing on a recurring basis.
• Advanced analytical and problem-solving skills, including issue identification and prioritization.
• Advanced project-management skills, including project budgeting, staffing and planning. Ability to achieve results with general supervision.
• Effective presentation skills. Excellent writing, spelling, grammar, and proofreading skills, as well as strong verbal communication and customer service skills. Strong organizational skills. Excellent attention to detail.
• Experience successfully managing key stakeholders and relationships. Proven ability to collaborate across departments to implement processes and achieve results. Track record of building and maintaining productive relationships with multiple stakeholders.
• When working in the office, public contact and ability to work successfully in close proximity to others required. When working off site, ability to work effectively in a remote environment, maintaining productivity and communications to meet deadlines and goals is required. Ability to have sensitive, confidential conversations in a quiet, private setting is required.
• Due to nature of position, requires strong judgment, sensitivity and discretion skills.
• Ability to work independently, prioritize, multi-task efficiently and respond to a high volume of ongoing requests in a timely fashion with minimal supervision.
• Ability to adapt and be flexible in a dynamic work environment. Ability to work effectively with frequent interruptions required. Able to handle frequently changing and/or unscheduled tasks with accuracy. Entrepreneurial spirit and skill set a plus.
• Proven ability to continually develop skills related to use of rapidly changing technology and communications best practices.
• Advanced knowledge of ADP Workforce Now and ADP Time & Attendance required. Familiarity with other accounting software (Unit4), including databases, a plus.
• Equivalent work experience and professional training in accounting or related field required.
• Demonstrated success in engaging culturally diverse colleagues and stakeholders. Bi-lingual language skills a plus.
• Regular and reliable attendance required.

PAY & BENEFITS

This is a full-time, exempt level position, eligible for full benefits, including health, dental and life insurance, retirement benefits, and 3+ weeks of vacation, plus sick time and holidays.

Hiring Range: $80,000 - 87,000 per year