Payroll Clerk

Job Description

Job Description

MISSION STATEMENT: To transform lives through love and service.

SUMMARY: The Payroll Clerk is responsible for accurately and efficiently processing all aspects of an organization's payroll process, ensuring employees are paid correctly and on time while complying with relevant laws and regulations. This includes calculating wages, deductions, and taxes, as well as maintaining payroll records and handling employee inquiries

ESSENTIAL DUTIES AND RESPONSIBILITIES: (These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required. Nothing in this job description restricts management’s rights to assign or reassign duties and responsibilities to this job at this time)

Job Duties

Payroll Processing

• Collect and verify employee timekeeping data and payroll information.
• Process bi-weekly payroll for salaried and hourly employees.
• Monitor CaseWorthy for client entries for grant reporting.
• Ensure accurate calculation of wages, overtime, deductions, and benefits.
• Maintain payroll records in accordance with organizational policies and legal requirements.

Compliance and Reporting

• Ensure payroll practices comply with federal, state, and local labor laws.
• Assist payroll company in preparations and filing payroll tax reports (e.g., IRS Form 941, W-2s).
• Assist with annual audits and provide payroll-related documentation as needed.
• Maintain confidentiality and security of payroll data.

Benefits and Deductions Administration

• Coordinate with HR to process employee benefits, including health insurance, retirement plans, and voluntary deductions.
• Support employees and HR with payroll and benefits-related inquiries.
• Process LTD/STD benefit forms

Grant Allocation Processing

• Allocate payroll expenses to appropriate grants, programs, or restricted funds based on employee roles and time allocations provided by the program.
• Collaborate with program managers and finance staff to ensure accurate coding and documentation of payroll costs.
• Maintain detailed records of payroll allocations for grant compliance and reporting.

System Maintenance and Data Entry

• Maintain and update payroll systems and employee records.
• Enter transfers, terminations, and changes in pay or benefits.
• Generate payroll reports for internal use and external stakeholders.

Communication and Support

• Respond to employee questions regarding pay, deductions, and tax forms.
• Respond to outside inquiries for employment verifications.

Continuous Improvement

• Identify and recommend improvements to payroll processes and systems.
• Comply with changes in payroll laws and best practices in the non-profit sector.

OTHER RESPONSIBILITIES:

• Comply with all applicable training requirements.
• Comply with all company safety, personnel and operational policies and procedures.
• Complies with work schedule to ensure effective operations of Agency programs.
• Contributes positively as a member of a productive and cooperative team.
• Performs other duties as necessary to fulfill the Society of St. Vincent de Paul South Pinellas, Inc. Mission.

Employee Benefits:

• Health Insurance
• Life insurance
• Dental Insurance
• Vision insurance
• Short- and Long Term Disability
• 120 hours of PTO accrued biweekly starting at day 1 of employment
• 13 Paid Holidays to include Employee’s birthday and Date of Hire
• 403(b) with employer match up to 3%

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES: (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 abilities necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.)

• Able to speak, write and understand English.
• Possess basic computer skills.
• Must be sensitive to and respect cultural diversity amongst clients, staff and volunteers and able to work with diverse racial, ethnic and economic groups.
• Flexible work schedule including evenings, nights, weekends and holidays.
• Ability to set appropriate limits, work under deadlines and multi-task.
• Ability to organize, prioritize, self-motivate, and deliver results.
• Excellent communication and listening skills.
• Possess strong work ethics.
• Successfully pass Law Enforcement background screening.
• Valid Florida driver’s license if driving an agency vehicle or a personal vehicle for company business.
• Must have reliable transportation
• Participates in Agency Performance Quality Improvement (PQI) program and Accreditation/Reaccreditation process.
• Mission driven attitude supplemented with integrity and passion.
• Adherence to the highest ethical standards, personally and professionally.
• A high level of openness and willingness to receive feedback/suggestions from superiors and others, and to learn new skills to improve job performance.
• Evidence of deep alignment with the Society of St. Vincent de Paul South Pinellas, Inc. Mission and Values.
• This position requires a Level 2 background screening through the Florida Background Screening Clearinghouse. For more information on screening requirements, process, and disqualifying offenses, please visit the official Clearinghouse Education and Awareness website.

ADDITIONAL KNOWLEDGE, SKILLS AND ABILITIES: (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 abilities necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.)

• Proficiency with payroll software (e.g., ADP, Paychex, QuickBooks Payroll, or similar).
• Strong Excel skills and familiarity with accounting systems.
• Knowledge of federal and state payroll regulations and tax reporting requirements.
• High attention to detail and accuracy.
• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• Ability to handle sensitive information with discretion and confidentiality.

EDUCATION AND EXPERIENCE: (Pending on position and if prior to hire is approved by Chief Executive Officer, a comparable amount of training, education or experience may be substituted for the minimum education qualifications)

• Associate’s degree in Accounting, Finance, Business Administration, or related field. Experience can be used in lieu of a degree.
• 2+ years of payroll experience, preferably in a non-profit or grant-funded environment.
• Experience with fund accounting or grant allocation is a plus
• Familiarity with non-profit compliance and reporting standards is a plus.
• Payroll certification (e.g., FPC or CPP) is a plus.

GENERAL PHYSICAL DEMANDS : These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. Reasonable accommodation can be made, if appropriate, to enable people with disabilities to perform the described essential functions of job. Working in an office/site requires prolonged sitting at the computer workstation, standing, bending, reaching, lifting up to 40lbs. and some driving. Requires manual dexterity sufficient to operate standard office machines such as computers, fax machines, calculators, telephones, and other office equipment. It is also required to regularly sit, speak, and listen, the employee is also required to walk, use hands and fingers to type, operate equipment, and maintain records and notes. Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

MENTAL DEMANDS : Must handle new and diverse work problems on a daily basis. Personal maturity is an important attribute. Must be able to resolve problems, handle conflict, and make effective decisions under pressure. Must have the ability to listen objectively to people, perceive the real problem and assist in bringing issues to a successful conclusion. Must relate and interact with, volunteers, clients, contractors, visitors, and employees at all levels within the Agency.

WORK ENVIRONMENT : Environment will occasionally become noisy due to equipment operations and interactions among clients and staff. There may be the possibility of being exposed to communicable disease, possible exposure to verbal abuse or similar behavior from residents/clients. On an as needed basis, employees may be called upon to work outside of the established work schedule or work odd hours. All information associated with the Agency is confidential.

St. Vincent de Paul CARES is an Equal Opportunity Employer.

NOTE: This job description does not constitute an employment contract, written, implied or otherwise, other than an “at will” and/or grant funded position. Any oral or written statements or promises to the contrary are hereby expressly disavowed and should not be relied upon by any prospective or existing employees. This job description is subject to change by the employer (St. Vincent de Paul CARES) at the discretion of the employer, or as the needs of the employer and/or requirement of the job change. Changes can be done formally or informally, either verbally or in writing. St. Vincent de Paul CARES explicitly reserves the right to modify any of the provision of this job description at any time and without notice. This job description is not intended to be all-inclusive; the duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties or essential function does not exclude them from the position if the work is similar, related, or a logical assignment to the position.