Supervisor for Payroll and Contract Administration

Description: The Payroll & Contracts Supervisor is a Full-Time regular role eligible for benefits.  It is responsible for the day-to-day oversight of payroll operations and contract/grant financial management. This role supervises the Payroll and Billing Specialist and Grant Accountants, ensuring accurate, timely, and compliant financial processes.

The position ensures adherence to federal, state, local, and funding requirements while maintaining strong internal controls. This role partners closely with Human Resources, Finance, and Program leadership to support effective financial management, payroll forecasting, and contract management.

In addition to the duties and requirements listed below, YFA expects employees to be committed to incorporating principles of trauma-informed care in all areas of service delivery. Commitment to these principles is demonstrated through active participation in agency-required trainings, use of trauma-informed practices, and understanding that trauma-informed environments require cultural sensitivity and an emphasis on a safe and respectful environment for all.

Essential Functions:

Contract & Grant Management 

• Oversee financial records for all grants, contracts, and revenue sources; develop and maintain expertise in funding requirements and compliance standards
• Prepare and submit financial reports in accordance with contractual and regulatory requirements
• Reconcile grant billings to the general ledger monthly to ensure accuracy and completeness 
• Prepare and record monthly journal entries related to revenue recognition, billings, accruals, and disallowances

Financial Reporting & Close

• Support month-end closing activities, including journal entries and reconciliations
• Assist in the preparation of internal and external financial reports
• Ensure timely and accurate recording of all financial transactions
• Review contract reconciliations monthly to ensure accuracy and completeness

Budgeting & Financial Planning

• Support the development and ongoing review of departmental budgets and spending plans
• Analyze financial trends and key performance metrics, providing actionable insights into leadership

Audit, Compliance & Internal Controls

• Assist with year-end audit preparation and serve as a point of contact for external auditors
• Maintain strong internal controls by consistently applying established financial policies and procedures
• Protect organizational integrity by safeguarding confidential financial and operational information

Payroll 

• Oversee payroll operations to ensure timely, accurate, and compliant processing
• Review payroll reports, earnings, deductions, and benefit allocations for accuracy
• Ensure compliance with applicable wage and hour laws, tax regulations, and organizational policies
• Coordinate with HR on employee data, changes, and benefit administration
• Review benefit reconciliations monthly to ensure accuracy and completeness

Process Improvement & Special Projects

• Maintain and enhance accounting operations by recommending and implementing process improvements
• Conduct research and analysis for special projects to support departmental goals
• Perform additional responsibilities and special assignments as directed by

Leadership & Oversight

• Supervise Payroll Specialist and Grant Accountants
• Develop and maintain standard operating procedures (SOPs)

You will be successful in this role if you are: 

A problem solver and strategic thinker

• You don’t just identify challenges — you dig into root causes and design practical, creative solutions.
• You approach complex situations with a structured mindset, weighing risks, opportunities, and long-term impact.
• You can connect the dots between details and the bigger picture, ensuring decisions align with organizational goals.
• You thrive in ambiguity, using critical thinking and foresight to chart a clear path forward.
• You balance innovation with pragmatism, knowing when to push boundaries and when to optimize existing processes.

Passionate about accuracy

• You take pride in delivering work that is precise, reliable, and detail‑oriented.
• You understand that accuracy builds trust and credibility, both within the team and with clients.
• You double‑check facts, data, and processes to ensure consistency and correctness.
• You balance speed with thoroughness, knowing that quality matters as much as efficiency.
• You see accuracy not just as a skill, but as a mindset of accountability and excellence.

On top of it and get things done

• You are organized and proactive, always staying ahead of deadlines and anticipating what needs to happen next.
• You take ownership, ensuring that tasks are completed thoroughly and on time without letting details slip through the cracks.
• You thrive in fast‑paced environments, keeping priorities clear and maintaining momentum even when challenges arise.
• You follow through on commitments, building trust by consistently delivering results.
• You don’t just check boxes - you drive progress, making sure projects move forward and goals are achieved.

***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 MARGINAL DUTIES AS REQUIRED***

Education & Experience: Preference given to applicants who hold a 4-year degree in accounting or business and 5 years’ experience. Non-profit experience preferred. Preference given to applicants with experience in a government or non-profit agency. Supervisory experience required.

Skills and Knowledge: Strong understanding of ADP payroll software and SAGE accounting systems, excellent attention to detail, strong organizational skills, and the ability to manage multiple priorities and meet deadlines

Physical Requirements: Position requires employee to work with computers most of the day. Ability to work well under pressure, meet deadlines, and travel on an occasional basis. Ability to lift 25 pounds, bend, stand, and sit for extended periods of time.