Payroll Specialist

Under the direction and supervision of the HR Compliance Assistant Director, the Payroll Specialist prepares and processes bi-weekly payroll and other financial documents for all diocesan entities. Handles these duties directly at the Chancery and functions as adviser to parishes and schools. Position routinely interacts with a wide variety of outside contacts along with all diocesan locations.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Supports the coordination and maintenance of all transactions essential to the accurate and timely processing for the 3,600+ employee payroll.
• Maintains lay and clergy payroll information by collecting, calculating, and entering data.
• Ensures the accurate processing of wages and other compensation payments to exempt and non- exempt staff, ensuring compliance with policy, federal and state laws, codes, and regulations.
• Prepares and enters financial data related to payroll deductions; transfers distributions as appropriate; analyzes reconciles, and balances data processing and time input batches. Assists all entities with stale-dated check reconciliations.
• In collaboration with school payroll contacts, reconciles contracted school employee’s pay.
• Partners with various HR team members to ensure accurate and compliant deductions from employees’ wages for taxes, wage garnishment, health and life insurance, and 403(b) retirement plan.
• Assists and coordinates the workflow and procedures between payroll and diocesan entities.
• Updates payroll records by entering changes in W4 information, benefit premium deductions, direct deposit set up (as required), etc.
• Reviews for accuracy and finalizes employee action forms for changes in status, compensation, position, termination; reactivation, rehire, leave of absence, etc.
• Reviews employee records using the onboarding module (creates onboarding records as necessary), coordinates completion of tasks with various parties, and ensures accuracy prior to releasing to HR & Payroll.
• Audits and maintains employee payroll file data (pay set up, accruals, GTL, direct deposit set up, tax set up etc.).
• Prepares various payroll reports, including summary of pay type hours and adjustments, non-work pay type hours by day, adjustment, timecard approval summary, preprocess payroll register, and more.
• Resolves payroll discrepancies by collecting and analyzing information, processes off cycle adjustment payrolls when necessary.
• Completes mortgage verification of employment forms and worker’s compensation wage statements as requested.
• Responsible for all garnishment calculations; sets-up in payroll system; performs audits of garnishment checks generated by the HRIS provider for accurate payment to agencies as directed by supervisor. Completes all garnishments related information requests as directed by supervisor.
• Prepares stop payment requests for review by supervisor as needed.
• Reviews and updates employee tax records in accordance with prevailing tax codes and legislative mandates. Plans, coordinates, and oversees the production and distribution of all employee tax statements and notifications as required by law.
• Manages the holiday schedules for all locations in the HRIS.
• Maintains accrual banks for all employees; reconciles and performs researches as needed.
• Demonstrates and maintains a positive customer service focus to both internal and external customers.
• Interacts and responds timely to all parish/school/entity administrators and employees regarding all issues related to employee paychecks, W4, direct deposits, etc.
• Responsible for maintaining a well-organized and updated filing of payroll records. Ensures immediate access to payroll records for review by authorized parties, as needed.
• Maintains confidentiality in all areas of responsibility.
• Maintains payroll operations by following policies and procedures; reports needed changes.
• Stays informed of current payroll laws and requirements, both state and federal.
• Prepares special reports and presentation materials as requested.
• Works cooperatively with various personalities within the Catholic Church, facilitates good communication and is responsive to requests of others within a large, complex and diverse working environment.
• Works on special projects as requested.
• Performs all other duties as assigned.

• Bachelor’s Degree in Business Management, Accounting, or Finance preferred or Associate’s Degree with payroll certification and/or professional training. 3-5 years’ experience processing payroll. Highly proficient in payroll technology and successful experience with HRIS systems. High proficiency in Microsoft Excel, Word, and Outlook. Thorough knowledge of payroll and accounting principles/procedures, wage and hour and other payroll-related laws/regulations.
• Requires an appreciation and respect for the Catholic Church and its teachings. Employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the policies of the Diocese.