Payroll Assistant Director

Executive Headquarters (117 West 124th St)

$85,000 to $95,000 / year

Position Summary: The Assistant Director, Payroll reports directly to the Payroll Director. and supports the Director in a number of recurring tasks and periodic activities and/or special projects. Ensuring the department's smooth operation and the processing of biweekly payroll for Children's Aid (CA) and its affiliates. The role is involved with processing the bi-weekly payroll by calculating salaries and other allowances. The Assistant Payroll Director is also responsible for processing all new hires, terminations as well as overseeing the management of the time and attendance system. Additional duties include payroll administrative functions such as ensuring aspects of DOL and TMHR compliance. As well as the oversight of other teammates. The Assistant Director assumes all the responsibilities of the Director in their absence.

CA's aggregate programmatic and support divisions encompass some two thousand staff with an overall CA budget of over $180 million plus another $17 million in an affiliated charter school.

Essential Duties

• Understand and promote the organization's Mission, Vision, and Core Values to ensure alignment with organizational policies and procedures
• Processes and oversees the bi-weekly payroll for all sites. Collects timesheets, rosters and updates as necessary to ensure that all hours are correct and paychecks are accurate. Runs and reviews pre-processing bi-weekly reports to check for payroll accuracy before finalizing
• Review and process payments distributed through payroll in addition to earnings (i.e. certain reimbursements)
• Process monthly Foster Parent disbursements and maintain recipients and their payment details in payroll system
• Process Personnel Action Notices (PANS) in the payroll system for all employees across the organization, for new hires, terminations, transfers, salary adjustments and retroactive payments
• Create ad hoc timekeeping and payroll reports to support the internal and external reporting needs of the organization
• Coordinate with multiple departments each pay period to ensure proper documentation is submitted.
• Update time and attendance tracking information individually or in mass for changes in staff and/or the policies and rule affecting them, including things such as changes in Agency's leave rules and policies (i.e. holidays, sick leave, etc.)
• Sorts paper paychecks and rosters for site distribution and mail.
• Submit requests to Accounts Payable for any stop payments, pay advances, and/or replacement checks
• Responds and researches banking alerts regarding any fraudulent, missing or outstanding checks.
• Research and rectify any adjustments/incorrect payments
• Assist with various audits, providing reports and support as needed
• Logs and maintains a record for all pay lag recoupments.
• Provides customer service to staff, promptly responding to inquiries, resolving issues, offering self-service instructions, and providing copies of documents (i.e. pay statements, W2 forms, etc.) when required
• Supervises the Payroll Assistant in the Payroll Director's absence. Supports changing needs to help ensure the success of the department and organization's payroll processes.

Minimum Qualifications:

• Bachelor's Degree strongly preferred from an accredited educational institution in Accounting, Finance or Business Administration and seven or more years of progressively responsible payroll experience. Experience preferred in payroll within a complex, government grant-funded not-for-profit organization or equivalent
• Strong command of a variety of technologies including but not limited to UKG Pro, Kronos, Workforce One or similar payroll/time and attendance systems and their report writing operations, MS advanced Excel, Word, PowerPoint.
• Possess a knowledge of updated payroll practices through classes/or related seminars, Excellent customer service skills; Strong verbal and written communication skills

Key Competencies

• Proven ability to analyze and interpret payroll data, solve problems, prepare and reconcile appropriate statements; for a large, complex not-for-profit organization; and assist in developing and maintaining payroll policies and procedures
• Detail oriented with the ability to catch errors and irregularities
• Excellent communication skills (verbal and written), strong work ethic, and professionalism in engagement with supervisors, peers and junior staff within CA, its affiliates, and necessary external entities
• Flexibility and ease adapting to change, inherent in CA's culture of continual improvement, resulting from system implementations/enhancements, process improvements, changing needs of the organization and staff, external requirements, etc.
• Ability to work closely with other CA central Fiscal units (such as budget, grants and contracts, finance), Talent Management and Human Resources, five Programmatic Divisions, and multiple administrative units across CA and its affiliates in order to ensure efficient and effective operations
• Commitment to mentoring, training, and retaining a diverse and inclusive team and demonstrated ability to work effectively in a complicated work environment with a diverse constituency
• Possessing personal qualities of integrity, credibility, the ability to handle sensitive and confidential information, and unwavering commitment to the CA's mission; a proactive, hands-on, detail oriented strategic thinker
• Resourceful, respectful, patient, organized, and an ability to "hit the ground running" and manage multiple deliverables through to completion and serve up expected results with minimal supervision
• Ability to work in a fast-paced and complex environment. Works well under pressure and hits inflexible payroll deadlines

Equal Employment Opportunity (EEO) Statement

It is the policy of Children's Aid to provide equal employment opportunity to all employees and applicants for employment and not to discriminate on any basis, including race, creed, color, national origin, ethnicity, alienage or citizenship status, gender/sex (including pregnancy), disability, religion, source of income, sexual orientation, gender identity or expression, age, familial status, caregiver status, military status, marital or partnership status, status as a victim of domestic violence, sexual violence or stalking, predisposing genetic characteristics, arrest or conviction record, credit history, unemployment status or any other characteristic protected by federal, state or local law.

Children's Aid will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, or retaliation, or any violation of the Equal Employment Opportunity Policy in a confidential manner and will take appropriate corrective action, if and where warranted. Children's Aid prohibits retaliation against employees who provide information about, complain about, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy.

The incumbent is expected to work a schedule, whether in-person or hybrid, as determined by the department's needs to facilitate effective collaboration with the team. This flexibility is essential for maintaining seamless communication, fostering teamwork, and ensuring the smooth operation of the department's processes. The position's requirements are subject to periodic review and adjustment based on organizational needs and changes in work dynamics.