Address
Form of workSummary: The Arc of Union County Inc. is a leading provider of Person Centered services to individuals with intellectual and developmental disabilities through various services and programming.Under the direction of the Assistant Executive Director, Finance or designee, Payroll Manager, Finance is responsible for managing all aspects of payroll operations. Oversees payroll processes and procedures including taxes and finance demands regarding payroll payments. The incumbent designs short-term and long-term strategies for continuous improvement in payroll operations. The Payroll Manager, Finance is responsible for the management of employee data, ensuring the accuracy of timesheets, computing wages, and ensuring employees are paid correctly and on time. The incumbent is responsible to verify employees' work hours and payment through the payroll system, and update payroll records regularly.
The incumbent will interface with directors, external vendors as well as with auditors etc. The incumbent will fully participate in preparation for the annual agency audit.
This position requires completion of DDD System Mandatory Training Bundle within 90 days of hire, DDD and Agency Orientations, other designated trainings and a minimum of 12 Hours of Professional Development completed annually.
This is an exempt position and the incumbent reports to the Assistant Executive Director, Finance.
This position requires that information related to service recipient, employee, program operations is handled, channeled, managed and delivered professionally to the appropriate and right personnel or party consistent with agency and department policy.
Skills: Proficiency in Windows software. Ability to use a financial software. Data entry skills, General math skills. Strong attention to detail, accuracy and highly organized. Self-starter with ability to take initiative and produce strategic solutions. Mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situationsAbility to recognize, evaluate, solve problems, and correct errors, and to develop processes that eliminate redundancyMust be detail oriented, conscientious and able to follow through. Ability to conceptualize workflow, develop plans, and implement appropriate actions. Being an effective team player. Sound decision-making skills. Ability to multitask in a stressful environment with specific deadlines. Ability to work independently in a time-sensitive environment. Confidentiality and respect for the privacy of employee records.
Qualifications: Bachelor's Degree in accounting, finance, Business Administration, or related field. Three or more years' experience years of experience working in a payroll office. Working knowledge of relevant legal regulations. Knowledge of payroll management software. Proficiency in data entry and management. Excellent written communication and team building skills. Ability to solve issues and direct numerous and varied department operations simultaneously. Demonstrate ability to manage information effectively. Demonstrate ability to thrive and perform in an ever-changing, fast paced and demanding environment. Must be 21 years of age or older. Must have a valid New Jersey driver's license and abstract (not to exceed 5 points), and ability to meet agency insurability requirements. Complete State/Federal Criminal Background checks and Central Registry checks.
Major Position Responsibilities
Formulate payroll strategy for inclusion and development of the department operational plan. Implement the plan in line with the objectives and goals designed.
Update payroll records by entering changes to employee information such as all new hires, promotions, transfers, salary adjustments, terminations, schedule changes, job title changes consistent with the approved Personnel Status Change document and agency protocols in agency agency's Automated Payroll System/platform; ADP etc.
Monitor promotions, transfers and terminations.
Coordinate with the HR department to ensure correct and accurate employee data.
Update an employee's schedule in ADP as needed upon work schedule change.
Facilitate addition of PTO accrual for all full time employee, PTO addition of sick time for all part time employees, convert sick time balance to PTO if employee changes to full time, update employees PTO & Sick time as needed once an employee's status changes.
Prepare a fiscal year account of all PTO accrual balances outlined by department and employee for audit.
Process employee terminations by updating ADP and PTO payout as applicable.
Enter a payroll schedule for all employees using time & attendance in agency's Payroll platform/system; ADP.
Set up phone access for clocking in and out for all new hires for time & attendance, provide registrations code as requested for new and current employees wishing to have access to ADP for first time users and reset as needed at employee's request.
Manage electronic timekeeping systems or manually collecting, reviewing and submitting time sheets to ADP.
Issue supervisor, assistant director or director access, modification, view only etc. rights consistent with policy (read only) and Assist Directors & Directors (read & write) access for their staff on ADP.
Update employee-reporting structure including substitutes etc. and assure appropriate access in line with temporal or permanent role or program assignments.
Run and analyze a control number report at least quarterly, identify any duplicates, discrepancies and make corrections as necessary.
Review all payroll time sheet exceptions and notify respective supervisor on review and corrections as necessary.
Review substitute staff's time sheets to verify that the appropriate department worked is reflected.
Add any makeup payroll deductions to ADP not taken due to employee's absence, or refund deductions as instructed by HR.
Assure calculate payroll liabilities by determining employee taxes, including federal and state income and social security tax, and calculating employer's payments for social security, unemployment and worker's compensation
Issue paychecks and manage direct deposits.
Assure proper review before transmitting payroll to ADP, assure PTO listed is approved, Holiday pay is included as applicable and all substitute hours are labeled with the correct department worked.
Transmit payroll to the agency's automated payroll services platform ADP within the biweekly period established by the agency.
Upon submission of payroll, download all current payroll reports each pay period, Quarterly reports as soon as they are available in ADP and establish a file based on each calendar year to include each payroll, all quarterly reports and annual W-2's.
Prepare a payroll impound report for submission to finance after payroll is transmitted to ADP to inform them of payroll liability for company codes URR & URS.
Sort out paychecks by department and forward to HR for distribution.
Provide information and answer employee questions about payroll related matters.
Maintain all payroll operations according to company policies and procedures.
Process Service Recipients' payroll in relation to enrolment with Workforce Development & Employment services (WFD&ES).
Download periodically tax Reports for Service Recipients under WFD&ES
Report Service Recipients' wages to the social security administration monthly.
Process entry of garnishments received Automated Payroll System/platform; ADP with inclusion of a goal limit, addition of any second, third or fourth garnishments received to start after current lien satisfied.
Complete all correspondences from Sheriff, attorney offices in relation to garnishments.
Notify sheriff's office upon termination of staff who have active lien etc.
Disability
Provide HR with total base weeks paid & total gross base weeks for employee's applying for disability.
Process Leave of Absence information as provided by placing employees on a leave and report to HR the employee's return to work date.
Enter Taxable fringe for auto, LTD & Group term life & Aflac into Automated Payroll System/platform ADP before W-2s are printed.
Sort out and distribute W-2's once received from ADP including active employees receiving their W-2 at their worksite before the end of January and mailing to all terminated employees.
Approve biweekly 401k employer and employee contributions for periodic payday processing and verify amount withdrawn from Arc account. Process all 401k loan applications.
Generate and maintain Employer & employee 401K Report monthlyfrom ADP to include the 401K employee contribution, Director & Executive level contributions, outlined by pay period, department and forwarded to Accounts Receivable.
Enter all third party sick pay received quarterly to ADP and assure alignment or correlation to annual report provided by Guardian Insurance.
Maintain employee payroll records.
Generate and maintain Manual Checks Report and forwards to Accounts Receivable and Finance Directors as necessary.
Maintain a Payment Advice Report tracking all debits & credits sent to the agency by ADP. Record all credits received that need to be reimbursed to employees are recorded with amount, check number, date of check and the reason for reissue and forward to Accounts Receivable monthly for review.
Provide Accounts Receivable with biweekly Statistical Summaries for both URS & URR payrolls.
Prepare reports for summaries of earnings, tax deductions, leave, compassionate leave and non-taxable wages and issue earning statements.
Facilitate Workers Comp Audit by planning a review date with the workers comp auditor and a visit to the agency administrative office after the fiscal year is completed. Maintain and provide a spreadsheet with biweekly update for the fiscal year featuring an employee's gross earnings, sorted by department and structured monthly.
Provide all error information from ADP General Ledger to finance with earnings that bounce out of the report in order to close the month in relation to situations such as a substitute or a new staff member working for the first time etc.
Submit BLS Report on a monthly basis. to the Department of Labor featuring or including all hours & nonsupervisory hours, all earnings for Supervisory and non-supervisory employees and all women employees to include the 12th of the month.
Complete Board of Ed Worksheet Report at each fiscal year for the Kohler Audit to include all of the earnings for Kohler Academy Employees. Ensure report outlines by pay period, one to one aides, and the dietician's earnings are broken out separately. Other fields required include employee name, job title & control number. The report must tie out to the general ledger.
Submit Vacation accrual for fiscal year for Kohler Audit. Provide backup for selected salary changes and fiscal year terminations.
Provide time sheets for Kohler fiscal year new hires for selected employees for both Kohler and regular audit. Provide all tax documentation for fiscal year.
Submit all 26 payroll registers for both Kohler Audit & main agency audit. Provide the last master control of the year.
Provide all documentation for increase as well as a payroll schedule.
Complete the salary information for inclusion into the agency EIP budget.
Develop a user friendly platform for submitting time sheets for EIP such as Microsoft excel featuring fields that include summation of hours worked, time increment hourly rate, auto calculation of hours worked and the gross earnings.
Assure that any emergency payments by phone or wire transfer requires written approval and authorization by the Director, Finance Services, and by the Associate Executive Director, Operations on the agency "Emergency Wire Transfer Authorization Form" expedited electronically through Adobe Sign or Doc Sign.
Facilitate periodic workshop or training with respect to DOL regulations for all supervisory staff involved in Payroll processing.
Provide administrative assistance to the Finance Services Department.
Assure required prior administrative review of letters, correspondences etc. intended for external distribution.
Actively support all agency policies and procedures to all internal and external contacts.
Have a thorough understanding of Departmental Operational Plan, Agency Strategic Plan, and Human Resource Policies.
Is fully trained on program specific trainings, department, agency and DDD trainings, and meet criteria of a minimum of 12 Hours of Professional Development completed annually, etc.
Complete all trainings as designated and attend professional development workshop as directed
Complete Routine, Monthly, Quarterly or Business Director's Reports as required and submit promptly as directed.
Participate in Ad hoc agency committee (s) as assigned.
Perform duties according to the methods, manner and spirit of the ideals of the field of Human Services and within profession/job specific guidelines, including wearing appropriate attire, being a role model for staff, service recipients etc.
Must fully cooperate with all investigations, inspections, etc. internally and externally including full cooperation with the Department of Human Services, the Division of Developmental Disabilities, or any other duly authorized person regarding the care and service given to individuals' served by this Agency.
The Arc of Union County, Inc. is contracted with the New Jersey Department of Human Services to provide and facilitate essential personal care and health promotion services to individuals with disabilities and other comorbid conditions. As an essential employee, you are required to adhere to your assigned operations work schedule and/or as directed by upper management.
ADA Expectations
This position requires an employee to perform duties in an indoor and or outside setting where exposure to weather elements, dirt, and dust, unpleasant smells, and/or loud noises are possible including occasional temperature fluctuations depending on the climate/season/weather. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands: The physical demands for this positi...
The incumbent will interface with directors, external vendors as well as with auditors etc. The incumbent will fully participate in preparation for the annual agency audit.
This position requires completion of DDD System Mandatory Training Bundle within 90 days of hire, DDD and Agency Orientations, other designated trainings and a minimum of 12 Hours of Professional Development completed annually.
This is an exempt position and the incumbent reports to the Assistant Executive Director, Finance.
This position requires that information related to service recipient, employee, program operations is handled, channeled, managed and delivered professionally to the appropriate and right personnel or party consistent with agency and department policy.
Skills: Proficiency in Windows software. Ability to use a financial software. Data entry skills, General math skills. Strong attention to detail, accuracy and highly organized. Self-starter with ability to take initiative and produce strategic solutions. Mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situationsAbility to recognize, evaluate, solve problems, and correct errors, and to develop processes that eliminate redundancyMust be detail oriented, conscientious and able to follow through. Ability to conceptualize workflow, develop plans, and implement appropriate actions. Being an effective team player. Sound decision-making skills. Ability to multitask in a stressful environment with specific deadlines. Ability to work independently in a time-sensitive environment. Confidentiality and respect for the privacy of employee records.
Qualifications: Bachelor's Degree in accounting, finance, Business Administration, or related field. Three or more years' experience years of experience working in a payroll office. Working knowledge of relevant legal regulations. Knowledge of payroll management software. Proficiency in data entry and management. Excellent written communication and team building skills. Ability to solve issues and direct numerous and varied department operations simultaneously. Demonstrate ability to manage information effectively. Demonstrate ability to thrive and perform in an ever-changing, fast paced and demanding environment. Must be 21 years of age or older. Must have a valid New Jersey driver's license and abstract (not to exceed 5 points), and ability to meet agency insurability requirements. Complete State/Federal Criminal Background checks and Central Registry checks.
Major Position Responsibilities
Formulate payroll strategy for inclusion and development of the department operational plan. Implement the plan in line with the objectives and goals designed.
Update payroll records by entering changes to employee information such as all new hires, promotions, transfers, salary adjustments, terminations, schedule changes, job title changes consistent with the approved Personnel Status Change document and agency protocols in agency agency's Automated Payroll System/platform; ADP etc.
Monitor promotions, transfers and terminations.
Coordinate with the HR department to ensure correct and accurate employee data.
Update an employee's schedule in ADP as needed upon work schedule change.
Facilitate addition of PTO accrual for all full time employee, PTO addition of sick time for all part time employees, convert sick time balance to PTO if employee changes to full time, update employees PTO & Sick time as needed once an employee's status changes.
Prepare a fiscal year account of all PTO accrual balances outlined by department and employee for audit.
Process employee terminations by updating ADP and PTO payout as applicable.
Enter a payroll schedule for all employees using time & attendance in agency's Payroll platform/system; ADP.
Set up phone access for clocking in and out for all new hires for time & attendance, provide registrations code as requested for new and current employees wishing to have access to ADP for first time users and reset as needed at employee's request.
Manage electronic timekeeping systems or manually collecting, reviewing and submitting time sheets to ADP.
Issue supervisor, assistant director or director access, modification, view only etc. rights consistent with policy (read only) and Assist Directors & Directors (read & write) access for their staff on ADP.
Update employee-reporting structure including substitutes etc. and assure appropriate access in line with temporal or permanent role or program assignments.
Run and analyze a control number report at least quarterly, identify any duplicates, discrepancies and make corrections as necessary.
Review all payroll time sheet exceptions and notify respective supervisor on review and corrections as necessary.
Review substitute staff's time sheets to verify that the appropriate department worked is reflected.
Add any makeup payroll deductions to ADP not taken due to employee's absence, or refund deductions as instructed by HR.
Assure calculate payroll liabilities by determining employee taxes, including federal and state income and social security tax, and calculating employer's payments for social security, unemployment and worker's compensation
Issue paychecks and manage direct deposits.
Assure proper review before transmitting payroll to ADP, assure PTO listed is approved, Holiday pay is included as applicable and all substitute hours are labeled with the correct department worked.
Transmit payroll to the agency's automated payroll services platform ADP within the biweekly period established by the agency.
Upon submission of payroll, download all current payroll reports each pay period, Quarterly reports as soon as they are available in ADP and establish a file based on each calendar year to include each payroll, all quarterly reports and annual W-2's.
Prepare a payroll impound report for submission to finance after payroll is transmitted to ADP to inform them of payroll liability for company codes URR & URS.
Sort out paychecks by department and forward to HR for distribution.
Provide information and answer employee questions about payroll related matters.
Maintain all payroll operations according to company policies and procedures.
Process Service Recipients' payroll in relation to enrolment with Workforce Development & Employment services (WFD&ES).
Download periodically tax Reports for Service Recipients under WFD&ES
Report Service Recipients' wages to the social security administration monthly.
Process entry of garnishments received Automated Payroll System/platform; ADP with inclusion of a goal limit, addition of any second, third or fourth garnishments received to start after current lien satisfied.
Complete all correspondences from Sheriff, attorney offices in relation to garnishments.
Notify sheriff's office upon termination of staff who have active lien etc.
Disability
Provide HR with total base weeks paid & total gross base weeks for employee's applying for disability.
Process Leave of Absence information as provided by placing employees on a leave and report to HR the employee's return to work date.
Enter Taxable fringe for auto, LTD & Group term life & Aflac into Automated Payroll System/platform ADP before W-2s are printed.
Sort out and distribute W-2's once received from ADP including active employees receiving their W-2 at their worksite before the end of January and mailing to all terminated employees.
Approve biweekly 401k employer and employee contributions for periodic payday processing and verify amount withdrawn from Arc account. Process all 401k loan applications.
Generate and maintain Employer & employee 401K Report monthlyfrom ADP to include the 401K employee contribution, Director & Executive level contributions, outlined by pay period, department and forwarded to Accounts Receivable.
Enter all third party sick pay received quarterly to ADP and assure alignment or correlation to annual report provided by Guardian Insurance.
Maintain employee payroll records.
Generate and maintain Manual Checks Report and forwards to Accounts Receivable and Finance Directors as necessary.
Maintain a Payment Advice Report tracking all debits & credits sent to the agency by ADP. Record all credits received that need to be reimbursed to employees are recorded with amount, check number, date of check and the reason for reissue and forward to Accounts Receivable monthly for review.
Provide Accounts Receivable with biweekly Statistical Summaries for both URS & URR payrolls.
Prepare reports for summaries of earnings, tax deductions, leave, compassionate leave and non-taxable wages and issue earning statements.
Facilitate Workers Comp Audit by planning a review date with the workers comp auditor and a visit to the agency administrative office after the fiscal year is completed. Maintain and provide a spreadsheet with biweekly update for the fiscal year featuring an employee's gross earnings, sorted by department and structured monthly.
Provide all error information from ADP General Ledger to finance with earnings that bounce out of the report in order to close the month in relation to situations such as a substitute or a new staff member working for the first time etc.
Submit BLS Report on a monthly basis. to the Department of Labor featuring or including all hours & nonsupervisory hours, all earnings for Supervisory and non-supervisory employees and all women employees to include the 12th of the month.
Complete Board of Ed Worksheet Report at each fiscal year for the Kohler Audit to include all of the earnings for Kohler Academy Employees. Ensure report outlines by pay period, one to one aides, and the dietician's earnings are broken out separately. Other fields required include employee name, job title & control number. The report must tie out to the general ledger.
Submit Vacation accrual for fiscal year for Kohler Audit. Provide backup for selected salary changes and fiscal year terminations.
Provide time sheets for Kohler fiscal year new hires for selected employees for both Kohler and regular audit. Provide all tax documentation for fiscal year.
Submit all 26 payroll registers for both Kohler Audit & main agency audit. Provide the last master control of the year.
Provide all documentation for increase as well as a payroll schedule.
Complete the salary information for inclusion into the agency EIP budget.
Develop a user friendly platform for submitting time sheets for EIP such as Microsoft excel featuring fields that include summation of hours worked, time increment hourly rate, auto calculation of hours worked and the gross earnings.
Assure that any emergency payments by phone or wire transfer requires written approval and authorization by the Director, Finance Services, and by the Associate Executive Director, Operations on the agency "Emergency Wire Transfer Authorization Form" expedited electronically through Adobe Sign or Doc Sign.
Facilitate periodic workshop or training with respect to DOL regulations for all supervisory staff involved in Payroll processing.
Provide administrative assistance to the Finance Services Department.
Assure required prior administrative review of letters, correspondences etc. intended for external distribution.
Actively support all agency policies and procedures to all internal and external contacts.
Have a thorough understanding of Departmental Operational Plan, Agency Strategic Plan, and Human Resource Policies.
Is fully trained on program specific trainings, department, agency and DDD trainings, and meet criteria of a minimum of 12 Hours of Professional Development completed annually, etc.
Complete all trainings as designated and attend professional development workshop as directed
Complete Routine, Monthly, Quarterly or Business Director's Reports as required and submit promptly as directed.
Participate in Ad hoc agency committee (s) as assigned.
Perform duties according to the methods, manner and spirit of the ideals of the field of Human Services and within profession/job specific guidelines, including wearing appropriate attire, being a role model for staff, service recipients etc.
Must fully cooperate with all investigations, inspections, etc. internally and externally including full cooperation with the Department of Human Services, the Division of Developmental Disabilities, or any other duly authorized person regarding the care and service given to individuals' served by this Agency.
The Arc of Union County, Inc. is contracted with the New Jersey Department of Human Services to provide and facilitate essential personal care and health promotion services to individuals with disabilities and other comorbid conditions. As an essential employee, you are required to adhere to your assigned operations work schedule and/or as directed by upper management.
ADA Expectations
This position requires an employee to perform duties in an indoor and or outside setting where exposure to weather elements, dirt, and dust, unpleasant smells, and/or loud noises are possible including occasional temperature fluctuations depending on the climate/season/weather. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands: The physical demands for this positi...
