YWCA Metropolitan Chicago Hiring for Payroll and Benefits Manager Job at Chicago, IL Full Time

The Payroll and Benefits Manager is responsible for managing the organization overall Payroll and Benefits functions. This includes the accuracy, timeliness, and responsiveness of the administration of payroll and benefits for all YWCA employees, in addition to providing and analyzing finance-related reports as requested. The Payroll and Benefits Manager is also responsible performing all transactional duties dealing with employee benefits, counseling employees on the use of these benefits.

COLLABORATES WITH: Human Resources, Finance and Department/Program Managers

ESSENTIAL RESPONSIBILITIES:

Payroll Process

• Maintain Payroll calendar and schedule for processing with timecard submission deadlines. Send reminders to staff and follow up.
• Review ALL timecards for accuracy, assist supervisors and employees to resolve issues.
• Determine straight time/OT to be paid for non-exempt employees.
• Create payroll batches and import time.
• Calculate and enter Payroll Changes including pro-rated salaries for new hires and terminating employees, FMLA amounts of salary to paid, PTO payouts for terminated employees, bonuses, and any other changes that need to be added to a payroll check.
• Scan and save all supporting documents.
• Review Pre- Payroll Register for accuracy.
• Notify CFO of cash requirements.
• Manage PTO/Sick Time and analyze for accuracy. Make necessary adjustments for late submissions and after the fact requests.
• Function as the liaison between payroll processing service & related vendors and the organization.

Post Payroll Process

• Save all payroll reports to the Finance Drive.
• Send Direct Deposit information for new employees to Accounting for expense reimbursements.
• Send Positive Pay file to be uploaded to the bank.
• Review Paylocity invoices for accuracy (auto deducted).
• Review and submit the 941Quarterly Reports to First Nonprofit (third party unemployment administrator).
• Prepare and enter United Way monthly invoices to remit employee contributions.
• Reconcile all Payroll and Benefits balance sheet accounts

Employee Payroll File Records

• Approve all employee payroll changes and updates as they occur.
• For New Hire
• Enter Earning codes for memo entry employer paid expenses.Review Direct Deposit information, disable Pre-Note verification.
• Enter Time Off Accrual codes and applicable balances.
• Enter Labor Allocations as per PAN.

Retirement Accounts

YWCA Retirement Fund

• Notify employees of eligibility, send required forms to employees.
• Enter codes in Paylocity for employer contribution and employee deduction, if applicable.
• Manage enrollment and terminations in the YWCA RF site, upload completed forms.
• Format and upload payroll reports, create and process remittance invoice.
• YWCA 401(k) Plan
• Notify employees of eligibility and option to decline.
• Enter codes in Paylocity for employee deduction and employer match.
• Reconcile contributions per payroll reports to amounts deducted by Paylocity.

Auditing/Budgeting Process

• Assist the Finance department with the budgeting process, year- end funder audits, monthly and ad hoc reporting, and inquiries. Manage the Workers Compensation and Unemployment audits for the organization.

Benefits Administration

• Process, organize and manage all benefit plans.
• Conduct benefit orientation explaining benefit plans, enrollment process and answering employee’s questions.
• Design, develop and distribute benefit communication
• Manage enrollment and determine employee eligibility
• Processes and administers all leave-of-absence requests and disability paperwork: medical, personal, disability and FMLA as required by company’s policy and legal requirements.
• Responsible for reconciliation of benefits invoices.
• Support planning, arrangement and execution of yearly benefits open enrollment
• Assists employees regarding benefits claim issues and plan changes. Responsible to follow up with broker or plan administrator when necessary.
• Ensures the accuracy of all benefits enrollments in the HRIS to provide vendors with accurate eligibility information.
• Coordinate workers’ compensation claims with third-party administrator. Follow up on open claims.
• Ensure company’s benefits policy complies with laws and regulation.
• Responsible to update and distribute all legal notices to employees including Summary Plan Description, Plan Document and Cobra Rights Coverage.
• Assist HR Director in completing benefits reporting requirements.

Key Empowerment Indicators

• Accurate, on-time payroll processing
• Accurate, up-to-date payroll records
• Efficient, informative, timely open enrollment of benefits process
• Efficient, accurate, thorough problem solving
• Responsive customer service
• Engaging, enrolling, informative employee communications
• Timely, accurate user-friendly reports
• Optimized payroll system utilization by all employees

QUALIFICATIONS:

• Five years accounting/finance and benefits experience.
• Must have a minimum of 3 years’ experience in working with the Payroll Databases and accounting
• Software and HRIS System. Preferably Paylocity.
• Strong interpersonal skills for interacting with staff and vendors
• Good communication skills for communicating with personnel and management
• Strong analytical and problem-solving skills
• Good presentation skills for educating staff on accounting principles and benefits processe
• Excellent planning and organizational skills to balance and prioritize work

EDUCATION REQUIRED: Bachelor’s Degree in Related Field preferred, can be substituted with years of experience.

WORK SCHEDULE: HYBRID Monday – Friday, 3 Days in office required, 2 days Remote. This position may require work on some evenings and weekends. Schedule can vary depending on the needs of the agency.