Payroll Specialist - On Site - Part Time - Castilleja

About Castilleja 

Castilleja School is a dynamic, diverse and intentional educational learning community for students  in grade 6-12 that believes in the power of women learning and women leading. Founded in 1907, Castilleja fulfills its mission to educate young women to become confident thinkers and compassionate leaders with a sense of purpose to effect change in the world.

We provide a generous time off, health benefits, and a free lunch everyday school is in session. 

• Serve as main point of contact for employee benefit and payroll issues 
• Maintain records, reporting, state tax accounts and other documentation required by federal, state, and provider rules, regulations, and policies.
• Partner with the Head of Human Resources 
  • Preboarding; onboarding; benefit administration and changes and offboarding; administer annual benefits open enrollment process 
  • Maintaining, updating, and ensuring the integrity of the employee transaction data (salary changes, garnishments, onboarding, benefits changes, offboarding) in PAYCOM (the Human Resources/Payroll system). This includes data input; ability to verify data and analyze data through report running and preparation; and mass data loading.  This position will be the expert of the HRIS/Payroll system and will participate in system upgrades, conversions, and testing.

• Manage all aspects of the payroll process, including Payroll Management: employee updates (new hires, pay rates, 403b, deductions), creating payroll batches, reconciling payroll, and validating reports (earnings types, taxes, deductions, 403(b) employer contribution), payroll approval process management, and running off-cycle checks
• Validate data in Paycom, identify discrepancies and errors, and reconcile variances to maintain data integrity. 
• Ensure employee information is accurate and up to date (e.g., Employee change management: salary changes, status changes, new benefits enrollments, title changes), etc. 
• Ensure proper deduction and funding of all employee and employer 403(b) contributions 
• Provide expertise in the payroll process; Be the Payroll Expert: be comfortable with setting up modules, assigning administrative users, creating user accounts, and setting up codes, earnings codes and deductions. 
• Maximize the functionality of the payroll platform (to include and reporting).
• Work collaboratively with department managers, supervisors, and employees to ensure that timecards are correct, accurate, and approved for payroll processing 
• Maintain payroll operations by ensuring compliance with established payroll policies and procedures as well as federal and state regulations. and reporting needed changes 
• Provide state tax account management: new state account setup, payroll system management, account tracking, troubleshooting.
• Review, audit and correct W2’s and 1095 c forms. 

• Benefits administration: partner with the Head of Human Resources to administer benefit programs, including but not limited to the maintenance of medical, dental, disability, life insurance, flexible spending accounts, COBRA, benefits orientations, enrollment support and management, invoice reconciliation, invoice payment in conjunction with Accounts Payable to ensure payments are made timely and accurately, deduction verifications, qualifying events, flexible saving account administration, and auditing /, troubleshoot discrepancies.
• Oversee benefits administration, working with the Head of Human Resources to resolve complex and escalated benefit issues. 
• Generate various reports and analyses as needed; respond to vendors, and broker requests. 
• Ensure that benefits enrollments and deductions are correct each payroll by creating a cadence for consistent audits and review per pay period and quarterly.
• Manage the 403(b) -plan administration process for employees, enrollments, communication, administration, and resolve issues associated with 403(b) administration. 
  • Assist in the efforts related to tax and ERISA compliance audits and reporting.
• Prepare and oversee timely processing for Worker’s Compensation, 403(b) audits, 5500s, and other audit requirements. 
• Develop and implement benefits-related communications to assist employees with benefit programs and policies, conduct training workshops, working with brokers and vendors to resolve issues. Assist in maintaining and updating the benefits section on the Paycom home page or resources as needed, ensuring that the information posted is accurate and current 

• Assist in transitioning individual employee files, personnel, and benefit documents to online files. 
• Assist with the year-end processes  
• Maintain strict confidentiality of employment records and employee information.
• Perform other duties, reports and projects as assigned.

• Bachelor's degree in human resource or payroll management and business administration is preferred. 
• Minimum of 3-5 years of payroll and benefits experience. 
• Excellent oral and written communication skills. 
• Exceptional multi-tasking, organizational skills, strong attention to detail and accuracy. 
• Strong interpersonal skills and ability to work with all levels of management 
• Self-motivator and a sense of ownership and urgency. 
• Must be able to maintain confidentiality and professionalism at all times. 
• Proficient in Microsoft Office using Excel; pivot tables
• This position pays between $57,000 and $63,000 per year as a part-time 60% position. Actual pay may vary depending on job-related knowledge, skills, and experience.

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