Payroll Administrator

Position Overview: The Payroll Administrator is responsible for preparing and processing SAHA’s bi-weekly payroll including two entities and over seventy properties within the Bay Area. In addition, this position prepares and uploads payroll and benefit entries into SAHA’s accounting software and is responsible for procuring a variety of reports on both a monthly and as needed basis.

Location: this position will work at SAHA's Corporate Main Office in Berkeley. It offers a hybrid work schedule with up to 2 days remote. Additional flexibility may be offered after 6-12 months.

Benefits/Perks: SAHA is proud to offer employees a comprehensive benefits package including robust medical, dental, and vision plans, fully-vested 401(k) retirement plans, flexible savings accounts (FSA), family planning assistance, mental health support, life & LTD insurance, commuter benefits, and 14 annual paid company holidays.

About SAHA: Satellite Affordable Housing Associates (SAHA) is a nonprofit housing development organization with over 50 years of experience throughout the Bay Area for low-income families, seniors, and people with special needs, including those experiencing homelessness. SAHA begins from the idea that every person a home; our work is inspired by our commitment to create a more just society that promotes the health, security, and personal development of all people regardless of their financial means.

Satellite Affordable Housing Associates is an Equal Opportunity Employer.

Primary duties and responsibilities include but are not limited to the following:

Payroll Administration & Processing

• Processes Personnel Action Forms (PAFs) in Paycom for payroll and HR data changes.
• Performs bi-weekly audits of PAFs and Paycom data to ensure accuracy.
• Administers wage garnishments; includes setting up garnishments in Paycom, notifying staff, and monitoring deduction activity and payments to agencies.
• Prepares manual live checks as needed.
• Reviews bi-weekly timesheets and supports employees and supervisors to ensure accuracy and compliance with all policies, procedures, and labor laws. Includes working directly with staff and making corrections, providing training, and coordinating with other HR staff to facilitate follow-up for those not adhering to policies and procedures.  
• Prepares all aspects of bi-weekly payroll including additional earnings and benefit deduction adjustments as needed.
• Processes bi-weekly payroll; includes reviewing and making corrections prior to the HR Associate Director’s second level review.

Accounting Entries & Reporting

• Prepares payroll and benefit GL and AP entries on bi-weekly and monthly basis; includes running Paycom reports and executing excel power query templates.
• Uploads/imports CSV entries to Yardi accounting software.
• Investigates and documents variance related to accounting entries and assists HR Associate Director with preparation of adjustment entries as needed.
• Runs and prepares series of payroll and benefit reports on bi-weekly, monthly, and quarterly basis.
• Serves as lead point person for payroll and benefit as well as general HR reporting requests; includes requests from HR staff, other departments, and external auditors.
• Creates custom reports and problem solves to procure specific data that may be requested and/or needed to identify variance or discrepancies.

Compliance & Other

• Responsible for ensuring payroll compliance with Federal IRS and State EDD; includes reviewing letters and notices, reconciling quarterly tax statements, updating SUTA tax rates in Paycom, and reviewing regular payments made to agencies by Paycom on SAHA’s behalf.
• Responsible for ensuring annual W-2 tax statements are accurate; includes ensuring all earnings and deductions are set up correctly throughout the year and completing an end-of-year review of all earnings, taxes, and deductions.
• Monitors and ensures legitimacy of all non-PAF initiated changes made in Paycom; this includes reviewing direct deposit changes, tax withholding changes, running audit detail reports and immediately reporting any suspicious activity to the HR Associate Director.
• Processes new hire employees in Paycom and ensures all payroll and HR data is set up correctly.
• Participates in new hire onboarding; meets with new hires and reviews Paycom functionality and time and attendance and time off policies and procedures.
• Sets up new manager user profiles in Paycom.
• Responsible for assigning employee and manager access in Paycom and performing regular audits to ensure accuracy.

Position Requirements/Qualifications:

To perform this job successfully, an individual must be able to perform each duty satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Educations & Experience Requirements:

• High School Diploma or GED is required. Bachelor’s Degree in Accounting, Business Administration, Finance, or related field is preferred.
• Minimum 2 years of experience in payroll administration. Related accounting or other experience may satisfy this requirement on a case-by-case basis.
• Minimum 2 years of experience working with Microsoft Excel at intermediate or advanced proficiency; prior experience with power query is a plus.
• Prior experience using Paycom is a plus.

Skills, Knowledge & Abilities Requirements: 

• Must have knowledge of Local, State, and Federal wage & hour laws.
• Must have knowledge of Federal and State payroll taxes.   
• Must have strong computer skills, with at least intermediate proficiency in Word and Outlook.
• Must have intermediate to advanced proficiency in Microsoft Excel. Includes ability to quickly organize, summarize, and combine data using formulas and functions such as (but not limited to) tables, pivot tables, index match/xlookup, and sumifs.
• Must have strong problem-solving skills and ability to independently identify and resolve issues.
• Must have the ability to perform tasks with a high degree of accuracy and attention to detail.
• Must have the ability to analyze data and provide summaries, recommendations, and estimates.
• Must have the ability to multi-task, prioritize, and perform work within a scheduled deadline.
• Must have the ability to maintain confidentiality and protect sensitive information.
• Must have the ability to adapt to change and operate under circumstances where there may not be a documented procedure or prior precedent to follow.
• Must be pleasant to work with and able to collaborate effectively with different departments and levels of management.

Supervisory Responsibilities:

• None

Certificates & Licenses:

• Certified Payroll Professional is a plus.

Mathematical Skills:

• Must have ability to add, subtract, multiply, and divide using whole numbers, fractions and decimals.

Physical Demands:

• Position requires simple grasping and fine manipulation, sitting at a desk and using a computer and telephone for extended periods of time.
• Intermittent twisting to reach objects near the desk, standing, walking, bending reaching and occasionally lifting or moving objects which may weigh up to 15 pounds.

Work Environment:

This job is mainly conducted in an open office environment where noise and temperature variations are minimal. Must be able to work in a stressful work environment and work under time demands.

This job description is not inclusive of all responsibilities, skills, requirements, efforts or working conditions associated with this position. While this job description is intended to be an accurate reflection of the current position, management reserves the right to modify the position or to require that other or different tasks be performed when circumstances change.  This job description replaces all previous descriptions for this position.

Satellite Affordable Housing Associates is an Equal Opportunity Employer.