Payroll & Benefits Administrator

Job Title:Payroll & Benefits Administrator

DEPARTMENT:Finance

REPORTS TO:Director of Finance

X ExemptNon-Exempt

DESCRIPTION:

Since 1891, Boys & Girls Clubs of San Francisco (BGCSF) has provided high-quality, community-based youth development services to youth in San Francisco. Our mission is to inspire and enable all young people, especially those from disadvantaged circumstances, to realize their full potential as productive, responsible, and caring citizens. We impact the lives of Club members, primarily ages 6 to 18, by focusing on academic success, healthy lifestyles, good character, community engagement, and job readiness with earning potential. We are nationally recognized for the high quality of our programs and comprehensive approach to serving youth. Whether you’re joining our administrative team, a Clubhouse team, a school-based team, or our Camp Mendocino team, you’ll be surrounded by enthusiastic, talented, and passionate colleagues who wake up every day ready to inspire young people to reach their full potential.

POSITION PURPOSE:

This position is responsible for the administration of the organization’s payroll, time & attendance, and benefits systems. The Payroll & Benefits Administrator is responsible for the timely and accurate delivery of payroll and related client services, including recordkeeping and reporting. This person collaborates with HR staff and Finance staff to support and achieve Boys & Girls Clubs of San Francisco’s strategic goals. The Payroll & Benefits Administrator meets professional obligations through efficient work habits such as meeting deadlines, honoring schedules, and attending and actively participating in meetings. This position provides training to Administrators and staff on the payroll and time and attendance system, as well as our benefits offerings.

KEY RESPONSIBILITIES:

Payroll Processing, Time and Attendance, and Administration - 60%

• Perform all activities necessary to process payroll and maintain accurate payroll records and reports; ensure data integrity for all aspects of timekeeping and payroll; enter hours and special pay calculations or deductions; process manual and final checks.
• Prepare and maintain all reports within payroll and HRIS system; process fiscal and year-end reports and reconcile with W-2 information for accuracy. Document any discrepancies in payroll processing to maintain a clear record of reconciliation and adjustments.
• Process garnishments, levies, and other court-ordered wage orders timely, including reporting to the necessary State office or jurisdiction and assisting staff with general process questions.
• Assist staff with general questions related to payroll, time off accruals, wage deductions, fringe benefits, and other pay-related issues. Research and resolve problems while providing excellent customer service.
• Work with the payroll vendor (Paylocity) for technical issues with payroll and time-reporting systems.
• Maintain procedures manual for payroll processing.
• Keep abreast of current payroll tax requirements and relevant laws associated with the process of staff wage data, including payroll taxes, employee federal and state income taxes, social security taxes, taxation on international employees, and other required reporting (SUI, workers compensation, deferred benefits, etc.)
• Maintain and improve HRIS system.
• Provide payroll training to all employees.
• Prepare special reports as needed.
• File relevant employee paperwork in digital HR files as required.
• Work with HR to ensure that proper benefits deductions flow from benefits to payroll system.
• Ensure that 401(k) salary deductions are entered timely and that contributions are uploaded to 401(k) vendor’s web portal immediately after each payroll run.
• Support and cross-train with HR on related tasks.
• Assist with 401(k) and financial audits related to pay records and associated general ledger.
• Balance and reconcile GL payroll accounts including cost center allocations and payroll-related accruals, including benefits.
• Understand and maintain payroll and benefits general ledger entries.
• Manage multiple government agency compliance work, including Multiple Location Reporting, Data Collection reporting, and more.
• Quarterly calculations and upload of Healthy SF contributions.

BENEFITS ADMINISTRATION - 40%

• Provide day-to-day and administrative oversight of BGCSF’s benefit programs, including medical, dental, vision, disability, Life, 401k, and other optional benefits in accordance with applicable laws.
• Manage all back-end benefits administration between HRIS and benefits partners to ensure accurate and timely information transfers.
• Manage business relationships with consultants, auditors, and insurance vendors as necessary to support benefit administration.
• Continuously regularly seek out improvement of benefit offerings and service to employees.
• Handle vendor payments through audit reconciliation and coding of key benefits such as medical, dental, vision, EAP, etc.
• Administer annual benefits survey to monitor and measure employee satisfaction with BGCSF’s benefits.
• Prepare the review of annual benefit reports (e.g. IRS Form 5500, FSA Discrimination Testing, etc.)
• Keep current with federal, state, and San Francisco laws and regulations impacting employee benefit programs to ensure compliance.
• Manage open enrollment process and related communications/implementation.
• Manage monthly new hire benefits meetings.
• Acts as the “go to” benefits subject matter expert for staff.

REQUIREMENTS:

• BA or BS degree in business, accounting, or a related field OR an equivalent combination of related education and work experience.
• 3+ years of full cycle payroll experience (Paylocity strongly preferred)
• Must be a self-starter and able to accomplish expected tasks under minimal supervision; ability to multitask and maintain composure under pressure.
• Strong Excel knowledge, including V-Lookups and Pivot Tables.
• Knowledge of accounting and filing procedures/practices, modern office methods, and related equipment.
• Strong understanding of current regulations and laws applicable to payroll; payroll certification a plus.
• Intermediate to advanced computer skills with a proven understanding of payroll systems.
• Experience working in a complex, challenging non-profit environment a plus.
• Must have the ability to exercise a high degree of diplomacy and tact; excellent customer service and interpersonal communication skills; cultural sensitivity and demonstrated ability to work with diverse people groups.
• Outstanding attention to detail in data entry and administrative tasks.
• Possess a thorough understanding of the importance of confidentiality and non-disclosure according to the general standards set forth by HIPAA.

PHYSICAL REQUIREMENTS:

• Must be able to lift 25 lbs.
• Must be able to stand for at least 1 hour
• Must be able to sit at a computer workstation for long periods

BENEFITS

• Comprehensive Health Benefits + Employer Contributions
• 401K + 7% Employer Contribution After One Year of Service
• Employee Assistance Program: In-Person Counseling + 24/7 Confidential Mental Health Support
• Education Assistance
• Pre-tax Transportation Savings Account
• Flexible Spending Account
• Lifestyle Spending Account
• Paid Time Off + Paid Holidays
• Life + Disability Insurance
• Mandatory summer + winter Weeklong Organization-wide Closures
• Professional Development Opportunities

PAY:

The wage range for this role takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and BGCSF needs. At BGCSF, our decisions are based on other factors and are dependent on the circumstances for each position. Depending on the need and requirement of the position, an individual could be hired at or near the entry-level, mid-level or top-of-the-range for their role and compensation. As such, a reasonable estimate of the current range is $75,000 - $77,000 annually.

DISCLAIMER:

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.