YWCA Seattle | King | Snohomish is an Equal Opportunity Employer.  To read more about this, view the EEO is the Law poster and this EEO is the Law Poster Supplement

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Payroll Specialist
Job Code:19-04008
Reports to:Payroll Manager
Position Status:Regular Part Time
Home Site:Seneca
Location:1118 5th Ave Seattle, WA 98101
  
Summary:
The Payroll department is responsible for all of the agency’s internal Payroll functions including processing timesheets, cutting paychecks, processing benefits payments, and calculating and processing Payroll taxes for 400+ staff members on a semi-monthly basis. Under the direction of the Payroll Manager, the Payroll Specialist is responsible for timely, accurate processing of payroll and benefit transactions and for the accuracy of payroll and benefits data.The Payroll Specialist performs the full range of record keeping and payroll processing activities and participates in the production of semi-monthly payroll. The work of this position is deadline driven and requires a work schedule to meet these deadlines.

This position has a social justice component that requires critical thinking through the lens of racism and intersections with poverty. Knowing the core principals of antiracism and grounding those principles in everyday work are required job skills and core values. As an equal opportunity employer, we highly encourage people of color to apply.

Responsibilities:
  • Verify employee timesheets in Sage Time & Attendance (STA) for holiday, sick, discretionary, exempt and vacation hours, ensuring that hours recorded are accurate, including punches and hours, worked Holiday hours, office closures and any other discrepancies
  • As necessary, obtain supervisory approval of timesheet discrepancies/changes/adjustments
  • Accurately record and document all Payroll transactions to ensure complete recordkeeping and auditing
  • Calculate and process retroactive pay increases in a timely manner to ensure employees receive the correct pay as soon as possible
  • Order and maintain pay card records accurately and in a timely fashion
  • Create and maintain efficient filing systems for Payroll records and staff to ensure accurate, current and orderly filing of employee information; prompt and accurate entry into SAGE system, and conduct periodic audits of Payroll files with SAGE system to maintain data quality and integrity
  • Reconcile benefit invoices to employee deductions and to the general ledger and investigate discrepancies to find solutions
  • Manage repayment and monthly reconciliation of Employee Emergency Loans
  • Along with the rest of the Payroll team, monitor and respond to payroll group email inquiries in a timely manner with clear and correct information
  • Work as a member of the Payroll team to provide customer service; and continuously improve service to ensure attainment of Payroll goals. This will include cross training on all payroll duties; must be able to fill in where needed
  • Must prepare records for regular auditing, as well as maintain close communication with all appropriate departments to ensure that records are up-to-date and consistent
  • Share responsibility with Payroll team for semi-monthly new hire orientation presentations
  •  Understand and adhere to all applicable federal, state and local laws, regulations, and YWCA Seattle|King|Snohomish policies and compliance standards as they appear in YWCA Seattle|King|Snohomish’s employee handbook. Keep abreast of all applicable federal, state, local and YWCA Seattle|King|Snohomish regulations, laws, and policies related to Payroll as they presently exist and as they change or are modified
  • Maintain working relationships with departments to enhance customer service and quality improvement
  • Actively engages in agency-wide Race and Social Justice Initiative (RSJI), and strives for racially equitable outcomes; takes responsibility for creating and maintaining a safe and welcoming community by making room for people of color, trans and gender-non-conforming folks, and other populations who routinely encounter systemic oppressions
  • Adhere to all Volunteer Services protocol relative to volunteer usage, recognition and monitoring
  • Attend required safety trainings and meetings; follow all safety and health guidelines, standards, practices, policies and procedures; and actively participate in the agency’s Emergency Preparedness program and activities
  • This position description generally describes the principle functions of the position, the level of knowledge and skills typically required and the general scope of responsibility. It is not intended as a complete list of specific duties and responsibilities and should not be considered an all-inclusive listing of work requirements. Individuals will perform other duties as assigned

Qualifications & Core Competencies:
  • Experience working with communities of color and people from different cultures than your own
  • Must have experience in payroll, bookkeeping or accounting; payroll preferred
  • Demonstrated commitment to anti-racist principles
  • Ability to juggle multiple priorities and meet deadlines
  • Ability to work independently, be proactive, solve problems and take initiative as well as work in and add value to a team environment, pitching in as needed to "get the job done” 
  • Effective written and verbal skills
  • Ability to maintain confidentiality
  • Customer service orientation, including ability to communicate effectively and work with individuals at all levels of the organization
  • Exhibits an interest in hard work and a dedication to learning
  • Recognizes the importance of data quality and focuses on attention to detail
  • Demonstrated understanding of the intersection of racism and poverty
  • Intermediate level of computer skills desired, including use of database, word processing, spreadsheet software (Microsoft Office Suite including Outlook, Word and Excel). Experience with SAGE software a plus
  • Attention to detail and strong organizational and record-keeping skills
  • Bilingual a plus
  • Core Competencies Expected:  customer service, communication, collaboration, fostering diversity and race & social justice advocacy

Physical Demands:

PHYSICAL DEMANDS OF THIS POSITION: The physical demands described here are representative of those that must be met by an individual to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  In performing this position, the employee:

  • All positions at YWCA of Seattle | King | Snohomish are exposed to clients who have experienced or are experiencing trauma in various forms including but not limited to: domestic violence, sexual violence, homelessness, unemployment, financial hardship, etc.As a result, staff are at risk of secondary trauma. Employees are encouraged to seek external support and maintain self-care when working indirectly or directly with clients
  • Must be able to bend and stretch and be able to lift items up to 25 pounds
  • Continuously uses hands and wrists, fingering, handling, grasping and reaching in using telephones, computers and other office equipment and supplies
  • Frequently uses speech, hearing and sight abilities in exchanging information with clients, agency staff, employers, representatives of community organizations and other individuals in the community
  • Frequently sits for extended periods while performing desktop activities
  • Frequently stands, walks and climbs in performing duties in the office and in traveling to off-site meetings
  • Indoor office environment
  • Occasional local travel to multiple locations for off-site meetings
*Continuously = Over 80% of the time * Frequently = 20-80% * Occasionally = Under 20% 

Hours, Rate & Benefits:
• Hourly rate: $15.38-$17.95
• Hours per week: 25
• Pay grade: 15
• FLSA Classification: Non-Exempt
• Excellent benefits package including retirement plan, plus generous vacation, holiday and sick leave plans
• At the time of hire, employees may choose to voluntarily enroll in the Fidelity 403b Plan. Typically after two years of employment, employees are eligible to participate in the YWCA Retirement Fund