Payroll Administrator

JOB SUMMARY: The Payroll Administrator is responsible for managing all payroll processes and systems to ensure efficient, timely, and accurate delivery of the organization’s payroll, including maintaining strong internal controls, related records and documents, documenting and updating procedures, conducting internal audits, and preparing reports. The Payroll Administrator performs and supervises all activities required for the timely and accurate processing of bi-weekly and off-cycle payroll and ensures confidentiality of private information to remain compliant with appropriate regulatory requirements.

ESSENTIAL FUNCTIONS:

• Ensures the payroll system is functioning properly, which includes resolving system issues, managing system upgrades, maintaining data integrity standards, and vendor relationships.
• Accurately manages bi-weekly and off-cycle payroll processing for both exempt and non-exempt in-state and out-of-state employees.
• Ensures compliance with all applicable payroll, wage, and tax laws, including federal, state, and local regulations.
• Reviews and approves work prepared by other payroll staff for accuracy and completeness.
• Calculates and prepares manual and voided checks issued through the payroll process.
• Ensures personnel transactions such as new hires, terminations, benefits deductions, garnishments, direct deposits, etc. are accurate and appropriately documented.
• Manages payroll processes and conducts regular reviews to recommend improvements to the Controller.
• Establishes controls to maintain compliance with employment legislation and regulatory guidelines.
• Develops and implements payroll policies and procedures to maintain consistency and compliance across the organization.
• Remains current with regulatory changes and the impact on payroll processes, preparing other team members for any changes.
• Supports the filing of required federal and state tax reports, quarterly, annually and monthly; reconciles any discrepancies with payroll processing company.
• Conducts payroll data quality audits and investigates discrepancies with appropriate stakeholders.
• Assists employees with payroll-related inquiries such as paycheck discrepancies, PTO accrual variances, or deductions in a timely and professional manner.
• Works with Human Resources and Finance teams to ensure payroll changes are updated promptly and that all positions are aligned with budgeted headcount, allocations and compensation.
• Coordinates with Finance on the reconciliation of payroll-related deductions (such as benefits, retirement contributions, and garnishments) and resolution of any identified discrepancies.
• Maintains confidentiality of sensitive data.
• Develops standard and custom reports for the purpose of payroll data analysis to stakeholders, both internal and external.
• Meets with new managers to train them in reviewing and approving timecards and other payroll functions.
• Maintains current knowledge of all payroll-related laws and regulations for Oregon, Washington, Arizona, and Colorado, and other states in which BestCare may add employees.
• Leads internal and external audits related to payroll, benefits, and compensation, ensuring all documentation is accurate and readily available.
• Leads the retirement plan audit process, including resolving any findings, implementing improvements, and recommending changes as necessary to ensure regulatory compliance.

ORGANIZATIONAL RESPONSIBILITIES:

• Performs work in alignment with BestCare mission, vision, values.
• Supports the organization’s commitment to equity, diversity, and inclusion by fostering a culture of open-mindedness, cultural awareness, compassion, and respect for all individuals.
• Strives to meet Program/Department goals and supports the organization’s strategic goals.
• Adheres to the organization’s Code of Conduct, Business Ethics, Employee Handbook, and all other policies, procedures, and relevant compliance standards.
• Understands and maintains professionalism and confidentiality per HIPAA, 42 CFR, and Oregon Statutes.
• Attends required program/staff meetings and completes assigned training timely and satisfactorily.
• Ensures that any required certifications and/or licenses are kept current and renewed timely.
• Works independently as well as participates as a positive, collaborative team member.
• Performs other duties as assigned.

REQUIRED COMPETENCIES: Must have demonstrated competency or ability to attain competency for each of the following within a reasonable period: 

• Thorough and deep understanding of payroll processes, regulations, law, and administrative functions across multiple states and ability to continuously update knowledge and understanding.
• Excellent verbal and written communication skills, with the ability to convey complex information clearly.
• Strong analytical and problem-solving abilities, with keen attention to detail.
• Must have personal qualities of integrity, credibility, and dependability.
• Intermediate to advanced proficiency in MS Office 365 (Word, Excel, Outlook), databases, virtual meeting platforms, internet, and ability to learn new or updated software.
• Demonstrated proficiency and experience with payroll processing software and typing skills.
• Ability to perform mathematical computations such as percentages, fractions, averages, addition, subtraction, multiplication, and division quickly and accurately.
• Strong interpersonal and internal customer service skills.
• Strong organizational skills, attention to detail, accuracy, and follow-through.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong critical thinking skills and ability to process complex information, problem-solve, and meet critical deadlines.
• Ability to maintain strict confidence as required by HIPAA, 42 CFR, and Oregon Statutes.
• Ability to build and maintain positive workplace relationships.
• Ability to work effectively and respectfully in a diverse, multi-cultural environment.
• Ability to work independently as well and participate as a positive, collaborative team member.
• Ability to function well and use good judgment in a high-paced and at times stressful environment.