Payroll Administrator
il y a 4 jours
Philadelphia
Marketing Statement Under the General Supervision of the Accounting Manager, the Payroll Accountant is responsible for administering accurate, timely, and compliant payroll for all Philadelphia Housing Authority employees and Affiliates. This includes complex payroll processing for union and non union groups, payroll tax filings, employee deductions, benefit and union remittances, and adherence to all federal, state, and local regulations. The Payroll Accountant works cross functionally with Human Resources, Labor Relations, Benefits, Treasury, Budget, and Accounting to maintain accurate employee records, ensure payroll integrity, and support agency wide reporting and compliance. Qualifications Minimum education • Associate degree in Accounting, Finance, or a related field. Certifications, Clearances, and Licenses required None Minimum experience • One (1) year of accounting experience preferred (internships acceptable). Alternative Qualifications Equivalent combination of education, training and relevant experience may be considered upon review by HR. Preferred Qualifications/Experience • Experience with PHAs, HFAs, LIHTC, RAD, or HUD funded programs (not required)., • Familiarity with project based accounting or fund accounting., • Interest in pursuing CPA, CMA, or housing related credentials. Strong understanding of payroll tax laws, wage/hour regulations, and collective bargaining payroll rules; Proficiency with payroll/HRIS systems (Oracle, ADP, Kronos, PeopleSoft, or similar); intermediate/advanced Excel (VLOOKUP, PivotTables, formulas, reconciliations); Strong analytical, organizational, and time management skills; Ability to maintain confidentiality with sensitive payroll data. Responsibilities Administer the weekly in-hours payroll cycle for all of PHA’s exempt and nonexempt employees in accordance with PHA policies, collective bargaining agreements, and applicable laws; Run time sheet reports and email them to PHA personnel to ensure time sheets are corrected by specified deadline(s); Reconcile payroll exceptions to ensure timely corrections; Load the time sheets into PHA’s payroll system (PeopleSoft). Run specific reports to identify any issues and take action to correct them in a timely matter; Process direct deposit and W4 forms, IOD payments, leave payouts, retroactive payments, bonuses, overtime, monthly leave accruals and any other special payroll adjustments; Confirm the payroll process and run the necessary reports which include the payroll summary, direct deposit file, 457 plan, defined contribution plan, 401k plan, garnishments and union reports; Maintain secure and accurate payroll records in compliance with retention policies. Reconcile, prepare and file all federal, state, and local payroll tax returns, including: Quarterly Form 941 Annual Form W‑2/W‑3 State unemployment insurance tax filings City of Philadelphia wage tax and other local filings Reconcile payroll tax liabilities to the general ledger each pay cycle and month‑end; Research and resolve payroll tax notices and discrepancies; Maintain compliance with IRS regulations, state labor departments, and municipal tax requirements; Set up, calculate, and withhold union dues and benefits for all collectively bargained agreements; Prepare and submit weekly, monthly, quarterly, or annual reports required by union agreements; Maintain detailed member‑level records for audits, grievances, and union reconciliation; Serve as the point of contact for union payroll inquiries; Reconcile payroll expense and liability accounts monthly; Prepare payroll‑related journal entries, accruals, and reclassifications; Verify funding distribution for grant‑funded or program‑funded positions; Coordinate with Treasury to forecast payroll cash flow requirements; Provide payroll data for Budget staff during budget development and forecasting cycles. Maintain strict compliance with: FLSA, FMLA IRS payroll tax regulations State wage laws Philadelphia ordinances (Wage Tax, PSL, etc.) Collective bargaining agreements PHA internal policies and financial controls Support internal audits, external audits, Single Audit (Uniform Guidance), and HUD reviews; Prepare required payroll schedules, supporting documentation, and variance analysis; Maintain confidentiality and ensure proper segregation of duties in payroll processes; Respond to employee inquiries related to pay, deductions, taxes, direct deposit, garnishments, and leave balances; Provide employees with guidance on using payroll self‑service tools; Assist HR and Labor Relations with payroll-related employee issues and investigations; Maintain employee data in HRIS/payroll systems; process mass uploads as needed; Participate in system implementations, upgrades, testing, and workflow improvements; Identify opportunities for process automation and efficiency gains; Draft and update payroll Standard Operating Procedures (SOPs) and ensure control documentation remains current; Performs related duties as assigned How To Apply All applications will be accepted through the Philadelphia Housing Authority’s Jobs Board at Closing Statement About the Philadelphia Housing Authority (PHA) Established in 1937, and with an employment workforce of over 1,100, the Philadelphia Housing Authority is a municipal agency providing public housing services to over 76,000 residents in the city of Philadelphia, Pennsylvania. Financial support for Authority operations and capital needs comes primarily from rent payments and subsidies provided by the U.S. Department of Housing and Urban Development (HUD). PHA is one of a very select group of housing authorities across the nation that has attained Moving to Work (MTW) status. This designation allows housing agencies the opportunity and flexibility, on a local level, to develop and implement innovative housing and self-sufficiency strategies to benefit public housing residents and Housing Choice Voucher Program (HCVP) participants. PHA is an equal opportunity employer and makes all employment decisions on the basis of individual qualifications without regard to race, creed, color, sex, sexual orientation, gender identify, pregnancy, national origin, ethnicity or ancestry, religion, age, disability, citizenship, marital status, military or veteran status, genetic information, or any other protected characteristic