Payroll & Benefits Administrator

Sacred Heart Schools
Atherton, CA, US

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Position Purpose: Full responsibility for payroll processes including but not limited to p reparing, reconciling and processing bi-weekly payrolls. Primarily responsible for ensuring all payroll processes meet legal and school policy compliance. Responsible for administering SHS health and welfare benefits and supports other HR functions.

Essential Functions
  • Partner with HR staff to support excellent employee experience during entire employment cycle.
  • Inform HR and Business Office staff of potential compliance issues and recommend solutions.
  • Fully responsible for all aspects of the payroll process and liaising with payroll provider, HR and employees. Duties include and are not limited to:
    • Processing all timecards, verifying information and calculations and specific payroll rates related to such items as holiday, overtime, off-shift, meal penalties;
    • Monitoring leave, compensatory time totals, and leave balances and changes in payroll related data;
    • Maintaining detailed records of stipends in coordination with HR, principals and department heads to ensure accuracy each pay period; also responsible for maintaining records of individual earnings, deductions and related data.
    • Conducting and analyzing audit reports related to time entry and to validate internal payroll controls;
    • Summarizing deductions and withholdings for journal entries;
    • Communicating with employees regarding corrections or action needed and answering payroll related questions from all constituencies, keeping the Director of HR informed as appropriate;
  • Collaborate with HR staff to draft Leave of Absence (LOA) worksheets and meet with employees planning LOAs.
  • Provide excellent guidance to the HR department by researching, analyzing and proposing potential process and/or policy changes. Creates and maintains payroll process documentation.
  • Administer employee benefits and ensure effective and timely communication with duties including but not limited to:
  • Coordinating with Director of HR and benefits broker to update Employee Benefits Guide and the payroll system to accurately reflect current offerings.
  • Participate in orientation meetings, clearly communicating offerings and eligibility.
  • Assist employees in accessing choices in the payroll system and answering related questions.
  • Ensure that premium deductions in the payroll system are accurate.
  • Perform additional duties as directed.
  • High school diploma or GED and a minimum of two years of experience in a similar position. Will consider any combination of education and experience that provides the necessary knowledge, skills, and abilities to successfully and expertly perform the essential duties.
  • Recent experience as the day-to-day system administrator for an electronic time/attendance and benefits software system. Paycom and other similar software experience (Workday, Kronos, Paychex, Paylocity) is strongly preferred.
  • Demonstrated understanding of California and Federal laws regarding leave of absence and ADA compliance.
  • Commitment to embrace and adopt new procedures, technology, software and related systems, in particular those related to payroll and personnel information.
  • Ability to review SHS documents and policy and apply them accurately to payroll and benefit issues.
  • Ability to apply common sense understanding to all instructions furnished in written or oral form.
  • Demonstrated competency working both independently and as a team member.
  • Ability to identify potential and actual problems, develop solutions and resolve to a positive outcome in the midst of simultaneously occurring work activities in a fast-paced, deadline driven environment.
  • Ability to use initiative and sound independent judgment within established guidelines.
  • Commitment to professional development, keeping up to date and adapting quickly to changes in payroll and HRIS processes.
  • Ability to communicate effectively with all constituents in a school environment and employ extreme confidentiality in all matters.
  • Must demonstrate full competency with basic word processing (mail merge, track changes, etc.,) strong to-expert Excel skills (V-lookup, pivot tables), data base (Blackbaud or similar) and internet functions and ability to use basic office equipment.
  • Ability to understand and apply payroll related local and state ordinances. Interpret complex guidelines, rules, and policies and procedures and accurately apply the direction provided to operational actions and procedures.
  • CPP (by APA) certification and/or experience working with SOX compliance is a plus.
Physical Requirements and Work Environment
  • Works in a highly stressful environment dealing with a wide variety of challenges, deadlines and a varied and diverse array of contacts.
  • Must comply with all state vaccination requirements and show proof of vaccination including but not limited to COVID-19 or proof of eligibility for exemption.
  • Ability to travel safely and comfortably across a 64 acre campus.
  • Regularly uses close and distance vision working at a desk and computer screen/keyboard for extended periods of time.
  • Works in a traditional climate controlled office environment.
  • Regularly sit, talk and hear, turn, bend, reach; must be able to lift 12 lbs. regularly and occasionally lift up to 30 lbs.
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