Payroll Associate

Arlington, VA • Operations • Posted 06/28/2024

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WHO WE ARE

In 2020, 11.6 million children in the U.S.—16% of all children nationwide—lived in poverty, and those children were disproportionately children of color. Students living in poverty often have physical and mental health, social-emotional, cognitive, and identity development needs that schools are not equipped to support. Rooted in community for more than 45 years, Communities In Schools (CIS) strives to bring community resources inside public schools, where they are accessible, coordinated, and accountable. CIS Co-Founder Bill Milliken said, “It’s relationships, not programs, that transform children. A great program simply creates the environment for healthy relationships to form between adults and children.” 

Bill Milliken’s vision is alive through a strong network of trained CIS staff imbedded in schools nationwide building support and relationships inside schools. Today, CIS serves approximately 3,700 schools, the overwhelming majority are Title I-eligible schools across two channels: (1) independent affiliates and (2) licensed partnerships. Grounded in the power of transformative relationships to unlock a young person’s potential, CIS has a national, research-based history of delivering local results that support improved student relationships with adults, better-quality relationships with peers, and increased engagement and sense of belonging. These outcomes lead to improved attendance, improved academic success, and improved on-time high school graduation rates. In 2021, the overall CIS enterprise had revenue of $330 million, including roughly $300 million within its 110 independent affiliates. This nationwide network is supported by the CIS National Office.  

MISSION AND VALUES

Communities In Schools (CIS) is “all-in” for kids. It is our passion—it is our mission. At the National Office, CIS collaborates with local affiliate organizations to provide resources and create communities of caring adults who work hand-in-hand with educators to make sure young people have the tools they need to stay in school and achieve in life. We are the nation’s largest dropout prevention organization, and we achieve our mission by hiring bright, creative, and innovative team members who demonstrate a passion for what they do. 

‘Within the national office, we foster a culture inspired by our mission, our values of integrity, accountability, equity, collaboration, and excellence, and a commitment to Diversity, Equity, and Inclusion. Our culture is centered on three core tenants:  

• We acknowledge contributions and perspectives. 
• We collaborate across roles and departments. 
• We honor a whole-person approach and encourage balance. 

We aim to create a psychologically safe environment where relationships matter, and mutual respect is paramount.  

ABOUT THE ROLE

As Payroll Associate, reporting to the Director, Payroll & Accounting, you are responsible for-but not limited to-reviewing timecards for accuracy, preparing and processing multiple payrolls (including ad hoc special payroll requests), reconciling monthly leave bank balances for each employee, preparing monthly payroll entries and reconciliations, and reviewing and maintaining 403b contributions/loan payments/457(b) and (f) contributions to ensure accuracy of 360 integration between retirement plan and payroll provider. This role will collaborate with the HR Department and Paylocity; and requires the highest degree of confidentiality and attention to detail.

PRIMARY DUTIES & RESPONSIBILITIES

Ensure pay is processed on time, accurately, and in compliance with federal/multi-jurisdictional regulations and organizational policies and practices.

• Enter and maintain employee data within Paylocity (timekeeping and payroll system).
• Ensure accurate and timely processing of payroll updates including new hires, terminations, changes to pay rates, leave of absence, and payroll taxes. 
• Process semi-monthly payroll, deductions, and other related adjustments to payroll such as merit increases, bonuses, etc.
• Coordinate workflow to ensure all payroll transactions are processed accurately and timely.
• Prepare various payroll reports as requested.
• Complete payroll data transfers, create multiple payroll batches according to pay group, review and complete each batch payroll audits, and submit all batches to for processing upon approval.
• Resolve any payroll questions regarding leave balances/calculations, system pay code additions, timesheet entry/approval processes, W2 inquires, and employer retirement contribution inquiries.
• Serve as primary contact to payroll systems on issues pertaining to pay, time-off, deductions, etc.

Assure the integrity of payroll related data contained in the company's various payroll sub-systems (e.g., Paylocity, Voya, Mutual of America.)

• Submit 457(b) and (f) payments through Mutual of America and maintaining reporting within Paylocity through special payroll batch.
• Run payroll feedback files within Voya system each pay period to compare with Paylocity payroll data to ensure accuracy.
• Review/Approve file feeds from Voya to Paylocity for upcoming payroll processing.
• Create a retirement schedule each pay period. Review payroll registers against retirement schedule to make sure all updates were made and correctly inputted against the personnel transaction report and Paylocity payroll data.
• Process PTO calculation corrections and monthly reconcile PTO balances.

Provide training, communication, and support to staff and supervisors on payroll and timekeeping responsibilities and issues.

• Review timesheets for completeness and accuracy and partner with managers to address timesheet related issues/questions.
• Facilitate timesheet submission and approval reminders throughout the pay period and maintain communication with staff regarding past due submissions, submission corrections, and past due approvals.
• Maintain the annual timekeeping and payroll schedule.
• Provide training to new employees on use of timekeeping and payroll systems. Correction of any security roles when not properly designated on new hires. Facilitate meetings with key stakeholders involved in payroll process, ie. HR. communicate and correct payroll errors in Paylocity. 
• Identify and recommend improvements in procedures and efficiencies in how information is gathered, assembled, filed, and distributed within the Paylocity/Voya/MOA systems.  
• Collaborate with HR to design tools and forms to improve efficiencies and sharing of information.

Accounting Support Duties:

• Gather requested information and documents for annual 403b audit.
• Reconcile payroll withholding, accrued leave/salary accounts, and PTO balances monthly.
• Prepare monthly payroll entries for payroll, benefits, and retirement payments.
• Prepare monthly accrued leave and fringe entries.

ABOUT YOU:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SUCCESSFUL CANDIDATES ARE REQUIRED TO HAVE THE FOLLOWING SKILLS AND QUALIFICATIONS

Required skills & qualifications:

• High school diploma/GED required. Bachelor’s degree in business administration, finance, or accounting preferred.
• Minimum three years’ experience processing payroll for a multi-state organization, including CA, DC, NY, and TX—preferably in a non-profit setting.
• Experience working with Paylocity, ADP, or other cloud-based payroll software.
• Experience with or knowledge of accounting principles.

Preferred knowledge, skills, and abilities:

• Proficiency in Microsoft Office; including intermediate Excel skills.
• Strong numerical aptitude and a high level of attention to detail and accuracy.
• Excellent communication skills, both verbal and written.
• Good time management and organizational skills.
• Working knowledge of relevant legal regulations.
• Able to prioritize and multitask effectively. 

TRAVEL

10%. This includes CIS national meetings, training, and retreats.

ABOUT US

CIS staff continue to work in a virtual environment; however, the national office is open and available for staff to use as appropriate. 

To ensure the health and safety of staff and job applicants, all interviews will be conducted by phone and/or video conference.

BENEFITS & PERKS

Work that makes a difference—the opportunity to contribute to an important mission!

Competitive and comprehensive compensation and benefits package, including:

• Five weeks of Paid Time Off
• Generous 403b Retirement Savings Plan contribution
• 10 Paid Holidays
• 90% of employee health care premiums paid by the organization
• Summer Work Schedule and Winter Break
• Employer-paid short-term and long-term income replacement programs, and much, much more!

Communities In Schools is committed to a workforce that is representative of the varied communities we are privileged to serve. We provide a work environment that does not discriminate based on race, color, national origin, gender, age, sexual orientation, gender identity or expression, marital status, mental or physical disability, genetic information or any other basis protected by applicable law. CIS prohibits harassment of applicants or employees based on any of these protected categories. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

For more information on Communities In Schools please visit our website.