Payroll Specialist

The Payroll Specialist will be directly responsible for all payroll tax activities, including employment registration, compliance with local, state, and federal regulations and filing all applicable payroll tax returns and reconciliations. Responds to correspondence from regulatory agencies. Researches laws and regulations regarding taxation of compensation and benefits and interprets new legislation impacting payroll. Prepares and compiles material for internal and external audits. Participates as a Subject Matter Expert in system upgrades and implementations. Reviews processes and procedures, recommends and implements improvements for increased efficiency and maintains procedural documentation. Provides support to the Financial Operations team (HQ Team) and Shared Services Center (Manila Team) on reconciliation of payroll-related accounts. Includes preparation and coordination of journal entries and general ledger interface files. Reconciles each payroll register and performs quarterly and annual (inclusive of fiscal year end and calendar year end) reconciliation of payroll registers to the payroll general ledger.

This position is also responsible for monitoring and reviewing all compensation allowances administered by CARE's international country offices and coordination of recording the data in the HRIS system.

This position is also responsible for monitoring and reviewing all relocation costs administered by CARE's 3rd party relocation company and the coordination of recording the data in the HRIS system.  This position will be the lead liaison between Payroll and the 3rd party relocation company.

This position will also support the unit with related coordination of Payroll and Personnel Activity Reporting.

• Leading and performing all activities necessary to ensure the accurate and timely processing of the multi-state payroll and the International payroll and related functions.  Ensures all compensation is handled in compliance with company policies and state / federal requirements.  Ensures that each payroll cycle is complete including gross to net balancing and transmission of files to outside vendors
• Responsible for reviewing and reconciling payroll tax reports in preparation for remittances, reporting and reconciliation of Federal, State and Local withholding taxes and unemployment taxes.  Ensures that all tax liabilities are remitted and reported timely. Ensures that all outstanding tax issues are promptly addressed and that CARE adheres to all Federal, State and Local tax regulations.
• Assists in the coordination of payroll year-end activities and balancing W-2s to payroll master files.
• Reconciles annual payroll tax data against tax payments in order to accurately file all annual reconciliation reports to applicable government tax agencies. Prepares and files all amended reports.
• Researches laws and regulations regarding taxation of compensation and benefits.
• Completes all new state applications and on-line registrations.   Maintains detailed documentation of all States and Federal on-line payment instructions.
• Participates in HRIS related projects as a functional expert.  Designs reports and creates functional specifications and works with IT on development and testing of custom reports and interfaces.
• Prepares and compiles data for internal and external audits.
• Assist with department reporting and deliverables for various internal teams including Human Resources, Finance, Treasury and Executive Management
• Serves as back-up to Payroll Manager in maintaining HRIS system (table set-up, troubleshooting issues, etc.)
• Serve as back-up to Payroll Administrator during absences.
• Completes annual Industrial Verification reports, Federal Economics and Statistics Administration Report (US Census Bureau) and Multiple Worksite Reports.
• Monitors and reviews all compensation allowances administered by CARE's international country offices.
• Tracks receipt of monthly spreadsheet submitted by each country office and contacts offices that do not submit their report based on pre-defined monthly schedule.
• Reviews data and follows-up with local office on substantial variances. Works closely with the country offices to verify that all data is accurate.
• Conducts annual review of local allowances paid to international staff for calendar year end processing.
• Updates master spreadsheet to perform individual analysis of employees' allowances. Provides spreadsheet to Payroll Administrator for input into the HRIS system.
• Coordinates the submission of monthly report and provides instructional documentation to newly created country offices.
• Updates instructional documentation on annual basis and release to all country offices.
• Communicate with country offices and employees as necessary.
• Monitor and review all relocation costs administered by CARE's 3rd party relocation company; acts as the liaison between Payroll and the 3rd party relocation company.
• Responsible for receiving and reviewing monthly Moving Expense Reports from the relocation company. Performs monthly audit of reported expenses and verifies that expenses are appropriately classified as taxable, non-taxable or business expense. Communicates with the relocation company on correcting misclassifications.
• Updates individual employee worksheets tracking relocation expenses. Calculates employee tax liability. Provides copy of worksheets to the Payroll Administrator on a monthly basis and assists in processing adjustments into HRIS system recording the relocation costs and tax liability.
• Prepares and distributes communication to employees on a monthly basis detailing relocation costs reported in by the relocation company and informs employee of tax liability. Establishes tax repayment schedule with employee based on the tax payment advanced by CARE.
• Performs annual audit comparing data reported in by the relocation company against payroll's records to ensure that the correct compensation is reported on the employee's W-2 form.
• Facilitate meetings with the Benefits unit and the relocation company in order to address outstanding issues and to setup year-end schedules
• Manage the payroll e-mail box to ensure timely response to inquiries
• Perform other duties as assigned

Required:

• Bachelor's Degree in Business Administration
• Experience with international payrolls.
• Previous experience working with HRIS systems and /or payroll/finance systems.
• Minimum of 5 years of progressive work experience in Payroll
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• Understanding of local, state and federal employemnt laws, rules and regulations.
• Strong working knowledge of human resources information system software application
• Strong working knowledge of report writing functions within applications and other report writing tools.
• Strong proficiency using Microsoft office Suite especially in Excel and Word.
• Ability to manage sensitive information and difficult situations with complete confidentiality.
• Ability to handle a high volume of work, multiple priorities and deadlines and work well under pressure.
• Proven ability in solving problems and analyze complex information.
• Knowledge of accounting principles.
• Ability to work with minimal supervision.
• Ability to think analytically.
• Excellent interpersonal skill and ability to interact with all.
• Ability to communicate effectively, both orally and in writing using technical and non-technical language
• Ability to multi-task, stay organized and maintain a high attention to detail
• Knowledge of principles, practices and standards of payroll management.

Desired:

• Certified Payroll Professional
• Experience working with LAWSON Systems.
• Working in a Non-Profit environment.
• 5 -7 years progressive of work experience in Payroll.
• Functional knowledge of Lawson Software.
• Proficiency in report writing tools.
• Functional knowledge in BSI Tax Software.
• Familiarity working with Access Database
• Personnel Activity Reporting

CARE participates in the Inter-Agency Misconduct Disclosure Scheme. In line with this Scheme, we hereby request information from the candidate's previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the candidate left employment. All offers of employment are subject to satisfactory references and appropriate screening checks. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.