PAYROLL MANAGER
: Job Details :

About Second Harvest of Silicon Valley

Founded in 1974, Second Harvest of Silicon Valley is one of the largest food banks in the nation and a trusted nonprofit leader in ending local hunger. The organization distributes nutritious groceries through a network of nearly 400 partners at drive-thru and walk-up sites across Santa Clara and San Mateo counties. Due to the prohibitively expensive cost of living in Silicon Valley, the economic downturn caused by the COVID-19 pandemic, and the rise in inflation, Second Harvest is now serving an average of 460,000 people every month. Second Harvest also connects people to federal nutrition programs and other food resources, and advocates for anti-hunger policies on the local, state and national levels. To learn more about how Second Harvest is responding to the incredible amount of need in Silicon Valley, visit shfb.org.

About the Position

The Payroll Manager oversees the organization's entire payroll process, ensuring accurate and timely preparation, distribution, and reporting of wages, overtime, taxes, and deductions in full compliance with federal, state, and local regulations.

As the Payroll Manager, you will be crucial in managing and directing payroll operations. Your strategic thinking and independent judgment will be key in analyzing complete data and resolving a range of minor and significant payroll-related challenges. Your role will also involve identifying and mitigating risk, ensuring compliance with evolving regulations, and safeguarding the organization's financial integrity.

As the Payroll Manager, your leadership role will involve collaborating with HR, Finance, and other departments to align operations with organization objectives and drive continuous improvements. You will focus on delivering exceptional customer service by ensuring clear and timely communication with employees and promptly resolving payroll-related inquiries to all stakeholders.

Responsibilities

Payroll Processing

* Manage the entire payroll cycle, ensuring accurate and timely preparation of bi-weekly payrolls. This includes processing employees' timecards, third-party payments, retroactive pay adjustments, and all other related payroll components such as wages, salaries, bonuses, overtime, and deductions. Ensure compliance with federal, state, and organizational requirements.

* Manage the payroll email folder daily and attend and participate in various payroll meetings.

* Ensure and manage all payroll control reports and approve all payroll transmissions.

* Lead the review and accuracy of W-2 and ACA reporting and tax submission. Oversee year-end processes, including W-2 distribution and audit compliance.

* Sorts and distributes W-2 forms at year-end and answers staff questions.

* Manage and ensure the timely submission of the bi-weekly 403b contributions and processing of union fees. Your attention to detail and financial management skills will be crucial

* Manage payroll data accuracy, benefit-cost reconciliation, and general ledger balancing. Lead quarterly and year-end audits to ensure integrity and compliance.

* Provide excellent customer service by ensuring timely, clear communication with employees and managers regarding payroll and leave inquiries.

* Act as primary contact to staff and outside agencies on payroll-related matters. Create and distribute clear materials (email messages, payroll guides, newsletter articles, and videos) to enhance employee understanding of timecards and payroll processes.

* Resolve complex payroll issues by investigating and resolving discrepancies that may require specialized research or analysis, ensuring efficient and timely solutions.

* Ensures payment of payroll taxes, withheld wages, and preparation of federal and state tax returns.

* Oversees quarterly and year-end balancing and auditing processes.

* Provide strategic reporting by preparing and delivering reports, spreadsheets, and data analysis to support departmental and cross-departmental decision-making.

* Manages accurate and timely reconciliation of benefit invoices versus payroll deductions (per employee)

Administration, Compliance & Reporting, and System Maintenance

* Maintain documentation and processes by ensuring current documentation of payroll procedures and continuously evaluating and improving the methods for efficiency and accuracy.

* Maintain all payroll records and reports as required by federal, state, local, and policy

* Lead the WC and 403b yearly audit

* Form 5500 preparation and submission

* Establish timelines, prioritize tasks, and drive improvements in payroll operations. Identify and implement payroll best practices to enhance systems.

* Collaborate and work with HR, benefits brokers/advisors, auditors and other stakeholders, ensuring all timely compliance

* Work with HR and outside auditors on the annual 403(b) audit; ensures that Form 5500 is completed and filed by the deadline; distributes the Summary Annual Report to plan participants

* Help oversee the aspects of leave administration, including leaves of absence, accommodations under the Americans with Disabilities Act, workers' compensation claims, FMLA (Family & Medical Leave), and Paid Family Leave Programs. Partners closely with HR in the management and administration of sick leave and FTO

* Confer with the IT team regarding changes and new systems; participate in developing, implementing, and testing procedures.

* Lead the identification and implementation of payroll best practices and process improvements that align with organizational goals. Drive continuous quality improvement and proactively recommend changes in response to proposed legislation and policy updates.

* Provide guidance to Senior Accounting and Tax Manager on special projects.

* Reviews payroll matrix regularly and strengthens internal control processes and procedures.

* Recommends payroll system enhancements/modifications to comply with laws, regulations, tax requirements, reporting procedures, accounting policies, labor union agreements, and organizational needs.

* Performs other related duties as required or assigned.

The ideal candidate will possess the following professional qualifications:

* Five years of successful professional work experience in increasing responsibility, including payroll, fund accounting, financial analysis, and reporting.

* Bachelor's Degree in an appropriate field or equivalent directly related work experience is required. 1-2 years of work experience with a master's degree from an accredited institution in accounting, business administration, finance, or a closely related field

* Strong knowledge of current payroll and HRIS systems; experience with Paycom System very strongly preferred

* Knowledge of federal, state, and location reporting requirements related to payroll processes, including FLSA, other programs, and laws relating to payroll records and benefit programs.

* Current CPP certifications are strongly preferred.

* Working experience in payroll taxation at the federal, state, and local/municipal levels.

* Ability to identify and resolve complex problems and organizational conflicts independently from start to finish.

* Strong skills in complex data research, analysis, and reporting, as well as spreadsheets and computer software to compose and prepare data analysis, reports, summaries, correspondence, and other materials.

* Demonstrated skills in written and oral communication, including public speaking and persuasive communication.

* Demonstrated cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.

* Strong employee relations skills and ability to maintain confidentiality.

* Knowledge of Worker's Compensation and Leave of Absence laws

* Solid computer skills in Word, Excel, PowerPoint, and Benefits and Payroll systems.

* Global payroll experience preferred but not required.

Physical Requirements:

This classification requires sitting for various lengths of time; the ability to type, use phone, occasionally lift, carry, push, pull, or otherwise move objects of light to moderate weight; work at a computer, including viewing a monitor for various lengths of time, repetitive use of keyboard, mouse or other control device, dexterity of hands and fingers to operate keyboard.

Reports To

Senior Accounting and Tax Manager

Location

Second Harvest of Silicon Valley, 750 Curtner Avenue, San Jose, Ca 95125

This is a hybrid position. Specifics of work location will depend on department needs.

An employee's regular remote work site should be within driving distance of one of Second Harvest's locations and must be within the state of California.

Hours

Full-Time. Exempt. 40 hours/week, with some evening and weekend work as necessary.

Compensation

$93,206.00 - $109,654.00 is the wage range for this position. The salary wage offer will be commensurate with skills and experience. Outstanding and generous health benefits program, 4-5 weeks of Flexible Time Off (vacation and sick), eleven paid holidays, and retirement plan.

EOE

Second Harvest is committed to being an equal opportunity employer which values diversity. Under-represented groups are encouraged to apply for all positions.