Payroll and Accounts Receivable Administrator

Share’s Mission

Share believes every person counts. Together we pursue a stronger community by building relationships, advocating for equitable access to housing and food stability while empowering every individual to grow and thrive.

Share provides a wide spectrum of services ranging from street outreach, hunger response, and emergency shelter to housing and asset building. We offer individuals services, resources, and the tools they need to end their homelessness, secure housing, and maintain that housing. Each year, we assist more than 8,000 people experiencing poverty, hunger and/or homelessness.

We seek bright, driven people who are passionate about social justice and who want challenging career opportunities that deliver personal and professional fulfillment. Our dedicated and energetic employees provide essential services to a vulnerable population. We take pride in making a difference in the lives of so many every day.

Share recognizes that our employees are the foundation for our organization as well as our heart and soul. Share has a generous and robust benefit package including 4 weeks of PTO, a wellness program, 401(k) with match, and health/ dental and life insurance. We encourage a culture of supportive compassion for our participants, co-workers, and volunteers.

DE&I Statement:

Share wants to be part of a community that brings about change. We are committed to actively working to dismantle racist systems, focusing on sustainable solutions to structural racism, police violence, and inequitable economic, health care, and education systems. It requires all institutions, including ours, to ask what more we can and should do to live our commitments to diversity, equity, and inclusion – and we must be brave enough to make changes.

Position Summary:

In support of Share’s mission, contributes to a smoothly functioning accounting department. Responsible for all payroll-related tasks, recording of contract accounts receivable invoices, and maintaining payroll budget variances with contracts, budget, and forecasting. Capable of reclassifying payroll and calculating payroll related expenses to different contracts and programs as needed and updating timesheet information accordingly. Collects and reviews employee information and working hours, calculating wages, benefits, tax deductions, preparing and processing employee payments and maintaining accurate payroll records. Compiles payroll data into accounting system. Duties include consolidating timesheet information, calculating paycheck amounts, distributing earnings to employee accounts, and maintaining an accurate system database. Maintains appropriate payroll documentation and files. Able to investigate and resolve payroll issues and ensure strict compliance with company and regulatory standards. Complete records with strict adherence to confidentiality. Processes all contract revenue by verifying and posting receipts daily, resolving discrepancies and reconciling accounting with donor database.

Qualifications & Expectations:

• Ability to meet deadlines and work within tight timelines.
• Knowledge of payroll principles and ability to apply these principles.
• Knowledge of wage and hour laws and payroll taxes/benefits.
• Keyboard skills and working knowledge Word.
• Intermediate Excel skills with expert use of Pivot Tables, Xlookup, and Sumifs functions to create and analyze data using Excel.
• Strong experience with payroll and accounting systems, preferably MIP.
• Ability to establish and maintain effective working relationships.
• Ability to monitor work to ensure quality, accuracy and thoroughness.
• Ability to develop systems and organize work to ensure tasks are completed correctly, accurately and on time.
• Ability to communicate clearly in a positive manner to staff, assisting them in the application of Share’s policies and procedures.

Education and/or Experience Requirements:

• AA in Accounting or five years related experience.
• Experience in preparing payroll for over 50 employees.
• Applicants must possess a knowledge of accounting practices and a high numerical aptitude.
• Excellent communication and interpersonal skills.
• Strong organizational and time management skills.
• Detail oriented.
• Applicants must have experience in accounting software; outstanding if experienced in Momentive MIP.
• Perform other duties as assigned to meet Share’s needs.

Responsibilities:

The following responsibilities are not all inclusive as other duties, or special projects may be assigned by the Director of Finance.

Payroll:

• Manage workflow to ensure all payroll transactions are processed accurately and timely.

• Appropriate authorization of time sheets.

• Accuracy of time sheets to calendar and pay rates.

• Benefits used in accordance with personnel policies.

• Process correct garnishment calculations and other deductions to ensure accuracy and in compliance with regulatory requirements and Share policies.

• Prepare and file reports to IRS, State of Washington, insurance suppliers and others as required.

• Maintain accurate records of payroll documentation and transactions.

• Process ACH and checks for payroll for signature and oversee distribution.

• Record periodic month-end payroll accruals typically, June, October, and December

• Respond to payroll-related inquiries from staff, program directors, and administration, and resolving concerns.

• Support employees with timesheet system password resets.

• Update employee cost center options in timekeeping system for changes in contracts and locations that staff work.

• Process external verifications of employment/income.

• Verify accuracy of information on unemployment claims.

• Create off cycle payroll checks as needed.

• Collaborate with HR, compensation, and benefits in the event of payroll changes.

• Perform balance sheet account and payroll reconciliations.

• Reconcile benefits enrollment to payroll with HR.

• Prepare periodic payroll reports for review by management.

• Manage W-2 preparation and distribution in accordance with regulatory requirements.

• Assist Senior Accountant and Director of Finance in monitoring fiscal controls related to payroll and benefit administration.

• Make accurate and punctual payroll tax deposits to the IRS and Oregon Department of Revenue.

• Participates in the ongoing forecasting, monitoring of budget and contract to actual variances, forecasting, and annual budget process related to payroll (costs and FTEs) and benefits using Planning Maestro.

Benefit Management:

• Understand proper taxation of employer paid benefits.

• Ensure accuracy of staff compensation and benefits.

• Leave management – ensure proper PTO accruals and update PTO liability balances monthly.

• Manage employee advance requests.

• Monitors annual open enrollment processes for insurance, flexible spending, and 401(k) benefits.

• Transmits 401(k) payments and reconciles monthly.

• Monitors Wellness Benefits program.

• Enter monthly medical, dental, and insurance bills to ensure timely payments. to benefit providers and reconcile to HR records.

• Monthly reviews of benefit enrollments.

Accounts Receivable:

• Apply contract payments received to open invoices and verify accuracy of remittance advice, investigate discrepancies.

• Protect organization’s value by keeping confidential information.

• Accomplish accounting and organization mission by completing related results as needed.

Miscellaneous:

• Check in and out computers to employees.

• Maintain technology inventory system in collaboration with outside Tech Consultant.

• Manage inventory of Gift Cards.

• Contributes to the annual audit by completing. workpapers, obtaining support, preparing analysis, and follow up correspondence to auditors as assigned.

• Prepare variety of government quarterly reports.

• Provides trainings to employees on timesheet preparation, review, and approval processes.

General:

• Actively participate as a member of your work team.

• Strictly adhere to confidentiality policies and procedures.

• Strictly adhere to Share’s code of ethics and standards of workplace behavior.

• Updates job knowledge by participating in educational opportunities.

Potential new hires will require a background check, which could include:   

• Valid Driver’s License/ Motor Vehicle record  

• Criminal Background History  

• Sex Offender Registry  

• OFCCP Registry 

Disclaimer: 
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.