Payroll Administrator

Since 1891, Boys & Girls Clubs of San Francisco (BGCSF) has provided high-quality, community-based youth development services to youth in San Francisco. Our mission is to inspire and enable all young people, especially those from disadvantaged circumstances, to realize their full potential as productive, responsible, and caring citizens. We impact the lives of Club members, primarily ages 6 to 18, by focusing on academic success, healthy lifestyles, good character, community engagement, and job readiness with earning potential. We are nationally recognized for the high-quality of our programs and comprehensive approach to serving youth. Whether you’re joining our administrative team, a Clubhouse team, a school-based team, or our Camp Mendocino team, you’ll be surrounded by enthusiastic, talented, and passionate colleagues who wake up every day ready to inspire young people to reach their full potential.

Position Purpose

This position is responsible for the administration of the organization’s payroll and time & attendance systems. The Payroll Administrator is responsible for the timely and accurate delivery of payroll and related client services, including recordkeeping and reporting. This person collaborates with HR staff and Finance staff to support and achieve Boys & Girls Clubs of San Francisco’s strategic goals. The Payroll Administrator meets professional obligations through efficient work habits such as meeting deadlines, honoring schedules, and attending and actively participating in meetings. This position provides training to Administrators and staff on the payroll and time and attendance system, and provides accounting and project management support to Finance.

This is an exempt full time position supporting our John N. Callander Administrative office. This position is 4 days onsite and 1 day remote, Monday to Friday. 

Key Responsibilities

Payroll Processing & Time and Attendance - 75%

• Perform all activities necessary to process payroll and maintain accurate payroll records and reports; ensure data integrity for all aspects of timekeeping and payroll; enter hours and special pay calculations or deductions;  process manual and final checks. 
• Prepare and maintain all reports within payroll and HRIS system; process fiscal and year-end reports and reconcile with W-2 information for accuracy. Document any discrepancies in payroll processing to maintain a clear record of reconciliation and adjustments.
• Process garnishments, levies, and other court-ordered wage orders in a timely manner, including reporting to the necessary State office or jurisdiction and assisting staff with general process questions.
• Assist staff with general questions related to payroll, time off accruals, wage deductions, fringe benefits, and other pay-related issues. Research and resolve problems while providing excellent customer service.
• Work with the payroll vendor (Paylocity) for technical issues with payroll and time-reporting systems.
• Perform filing and upkeep of employee payroll records.
• Maintain procedures manual for payroll processing and assist in the training of Administrators and other staff on the payroll system in a “super-user” role to troubleshoot general user questions or basic technical issues.
• Keep abreast of current payroll tax requirements and relevant laws associated with the process of staff wage data including payroll taxes, employee federal and state income taxes, social security taxes, taxation on international employees, and other required reporting (SUI, workers compensation, deferred benefits, etc.)
• Maintain and improve HRIS system.
• Provide payroll training to all new employees and Administrators. 
• Prepare special reports as needed.
• Process termination requests and final checks.
• File relevant employee paperwork in digital HR files or binders as required.
• Ensure that 401(k) salary deductions are entered timely and that contributions are uploaded to 401(k) vendor’s web portal immediately after each payroll run.
• Support and cross train with HR on related tasks.

Finance Support - 25%

• Provide support to Finance staff with regards to payroll related transactions. 
• Conduct regular payroll reporting as required and assist with financial audits related to pay records and associated general ledger.
• Balance and reconcile GL payroll accounts including cost center allocations and payroll-related accruals, including benefits.
• Understand and maintain payroll general ledger entries from payroll side 
• Manage 401(k) audit
• Manage multiple government agency compliance work, including Multiple Location Reporting, Data Collection reporting,  and more.
• Quarterly calculations and upload of Healthy SF contributions.
• Assist with other non-payroll related tasks as needed.

Requirements

• BA or BS degree in business, accounting, or a related field OR an equivalent combination of related education and work experience.
• 3+ years of full cycle payroll experience (Paylocity strongly preferred)
• Must be a self-starter and able to accomplish expected tasks under minimal supervision; ability to multitask and maintain composure under pressure.
• Strong excel knowledge, including V-Lookups and Pivot Tables.
• Knowledge of accounting and filing procedures/practices, modern office methods, and related equipment.
• Strong understanding of current regulations and laws applicable to payroll; payroll certification a plus. 
• Intermediate to advanced computer skills with proven understanding of payroll systems.
• Experience working in a complex, challenging non-profit environment, a plus. 
• Must have the ability to exercise a high degree of diplomacy and tact; excellent customer service and interpersonal communication skills; cultural sensitivity and demonstrated ability to work with diverse people groups.
• Outstanding attention to detail in data entry and administrative tasks.
• Possess a thorough understanding of the importance of confidentiality and non-disclosure according to the general standards set forth by HIPAA.

Physical Requirements

• Must be able to lift 15 lbs.
• Must be able to stand for at least 1 hour
• Must be able to sit at a computer workstation for long time periods 

Benefits

• Comprehensive Health Benefits + Employer Contributions
• 401K + 7% Employer Contribution After One Year of Service
• Employee Assistance Program: In-Person Counseling + 24/7 Confidential Mental Health Support
• Education Assistance
• Pre-tax Transportation Savings Account
• Flexible Spending Account
• Lifestyle Spending Account
• Paid Time Off + Paid Holidays
• Life + Disability Insurance
• Mandatory summer + winter Weeklong Organization-wide Closures
• Professional Development Opportunities

Pay

The wage range for this role takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and BGCSF needs.  At BGCSF,  our decisions are based on other factors and dependent on circumstances for each position.  Depending on the need and requirement of the position,  an individual could be hired at or near the entry level, mid - level or top of the range for their role and compensation.  As such, a reasonable estimate of the current range is $75,000.00-$80,000.00 annually. 

Disclaimer

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.