Accounting & Payroll Specialist

JOB SUMMARY

The Accounting & Payroll Specialist assists the Sr. Director of Accounting & Reporting in reviewing and ensuring the accuracy and timeliness of the National Trust’s and 2 non-profit subsidiaries of the National Trust’s bi-weekly payrolls that are processed by a third-party payroll service provider.

This position will work with the ADP Workforce Now payroll system and assist with 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.

DUTIES

Payroll and Compliance:

• Assist with reviewing 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. Ensure accurate calculation of wages, and tax withholding and benefit deductions.
• Responsible for the filing and payment of quarterly unemployment, and disability tax reports for various localities (cities and counties) and states that are not processed by ADP.
• Establish new state accounts for unemployment and withholding taxes as needed.
• 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.
• Distribute monthly payroll labor reports for review by Program Managers as required for Federal and restricted award, and endowment and budget tracking.
• Review and coordinate the distribution of annual W-2's to employees nationwide.
• Respond in a timely manner to payroll related inquiries.
• 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.
• Manage relationships with the payroll-related vendors, such as Corban OneSource, the outsourced payroll processor, and ADP. Coordinate closely with the HR Department.

Accounting and Reporting:

• Prepare the payroll journal entries and upload to the accounting system (currently Unit4) after each pay cycle, for all 3 entities.
• Reconcile payroll bank accounts, all benefit withholding accounts to ensure accurate withholding of employees’ payroll and tax reports. Prepare necessary journal entries to record adjustments in Unit4 for these withholding accounts.
• 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.
• 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.
• Assist with other duties and projects as assigned.

QUALIFICATIONS

• At least 8 years of professional level experience in the accounting field, including experience managing large or complex accounting projects and analyses in a nonprofit setting.
• Must possess advanced skill in payroll processing with a strong emphasis in accuracy and timely processing on a recurring basis. 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 General Ledger reconciliation with a strong emphasis in payroll accounts reconciliation and be able to present financial information in a concise and easily comprehensible manner.
• Advanced project management skills. Ability to achieve results with general supervision.
• Advanced analytical and problem-solving skills, including issue identification and prioritization.
• Excellent attention to detail. Effective presentation skills. Excellent writing, spelling, grammar, and proofreading skills, as well as strong verbal communication and customer service skills. Strong organizational skills.
• 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.
• Requires strong judgment, sensitivity and discretion skills due to nature of position.
• Ability to work independently 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.
• Equivalent work experience and professional training in accounting or related field required.
• Demonstrated success in engaging culturally diverse colleagues and stakeholders.
• Regular and reliable attendance required.
• Advanced knowledge of ADP Workforce Now and ADP Time & Attendance required. Familiarity with other accounting software (Unit4), including databases, a plus.
• Due to the nature of the work, flexibility with daily schedules is a must to meet all deadlines required.

PAY & BENEFITS

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

Hiring Range: $87,000 - 92,500 per year