Payroll Administrator

Company: Children's Council of SF
Location: San Francisco
Posted on: May 7, 2025

Job Description:

Job Title: Payroll AdministratorDepartment: Human ResourcesReports To: HR ManagerFLSA Status: Full Time (40 hours/week), Exempt PositionSalary: $75,000 - $80,000ABOUT CHILDREN'S COUNCIL:For more than 50 years, Children's Council has been the heart of childcare and early education in San Francisco, advancing the belief that high-quality childcare can transform lives and communities. Our more than 150 team members help families navigate their childcare and preschool options and secure financial assistance to pay for it. We provide home-based childcare businesses with the training and resources to succeed. Through a wide range of free programs and workshops, we support parents and caregivers as they build child development skills. As the city's second-largest nonprofit contractor, with an annual budget of over $240 million, we are a major stakeholder in the childcare system. We educate the public and advocate for increased investment in early education at the local and state level. If you are a childcare champion, we want you on our team.POSITION SUMMARY:Reporting to the HR Manager, this role is expected to be a subject matter expert in all areas of payroll processing. In this role, you will perform activities necessary to collaborate with our Finance team to process payroll accurately. The Payroll Administrator will collect, maintain, and confirm all related payroll changes and records. This includes voluntary and involuntary deductions (such as levies, loan payments, and garnishments); preparing requests for reports as needed for audits and payroll processing. This person will create accurate offer letters and track timely compensation changes related to Union and exempt staff. They will be entrusted to create and document procedures, work across the organization representing the HR team, and provide timely support to staff.Key Qualities for this role:

• You are organized, agile, and an expert project manager.
• You have a knack for numbers and are known for your payroll best practices.
• You have a natural ability for details and accuracy.PRIMARY RESPONSIBILITIES:
  • Ensures bi-weekly payroll is processed timely and accurately reflects salaries, staff changes, benefits, and all payroll deductions.
  • Work closely with the HR Manager to ensure payroll materials are provided and accurately reflect what's in ADP WorkforceNow.
  • Review the accuracy of all staff timesheets to ensure staff hours, PTO, and leaves are recorded correctly. Work with staff to reconcile information as needed.
  • Process and input all new hires and employee separation data into ADP WFN. Update and track all status changes, terminations, and final check requests with a high level of accuracy.
  • Conduct audits whenever needed, ensuring the accuracy and integrity of payroll and employee data.
  • Reconcile payroll data, accruals, and all payroll deductions during the payroll process.
  • Work closely with HR Manager on all LOA, PFL, or state disability payments.
  • Ensure ADP WFN is set up with all deduction codes as they pertain to LOA, workers comp, loan payments, and any court-mandated garnishment deductions.
  • Respond to all employment or wage verifications (EDD, Workers Comp, etc.) in a timely manner.
  • Support staff with reconciling timesheet issues, lost checks, or direct deposit setup when needed.
  • Perform monthly audits to validate all employee changes, benefit deductions, accruals, and personal information whenever needed.HR Administration:
    • Manage, coordinate, and support all staff on the processes pertaining to FMLA, PFL, Workers Comp, or any other personal leaves of absence.
    • Work with HR Manager to process wage/status changes and Union Step Changes.
    • Be a reliable resource to staff on the organization's benefits.
    • Perform other duties as assigned.REQUIRED QUALIFICATIONS:
      • 3-5 years of payroll experience, ideally in a mid-sized fast-paced organization.
      • Associate's or Bachelor's degree in accounting, Finance, Human Resources, Business Administration, or a related field.
      • FPC (Fundamental Payroll Certification) preferred.
      • Solid understanding of California wage and hour laws.
      • Experience working with ADP WFN or similar HRIS systems.
      • Data acumen, exceptional attention to detail, and the ability to identify issues and proactively implement solutions.
      • Familiarity with benefits deductions, retirement plan loans, and leave-related pay.
      • Excellent written and verbal communication skills; able to effectively communicate across all levels of the organization.
      • Must be able to work independently, manage projects, meet deadlines, with a high degree of accuracy.
      • Excellent problem-solving and data validation skills.
      • Experience running or supporting audits.
      • Strong communication skills and ability to explain complex payroll info in simple terms.
      • Should have the agility and flexibility to be a part of a high-functioning team (where day-to-day responsibilities and projects fluctuate over time).
      • Experience handling confidential and sensitive matters with empathy.
      • A background clearance is required.PHYSICAL REQUIREMENTS:
        • Must be able to remain stationary for extended periods of time.
        • Must be able to move throughout the office, access files, meet with staff and external partners, and climb four flights of stairs if needed.
        • Require the mental acuity to perform the essential functions as outlined in an accurate and timely fashion.
        • Manual dexterity to use a telephone, computer, and other office equipment.
        • Ability to hear and understand speech at normal room levels and on the telephone.Hybrid Work:We have adopted a hybrid working model and currently require employees to be present in the office at least 3 days per week, with the option to work 2 days per week remotely. Applicants should be comfortable with both the remote and in-office scenarios.COVID Policies:All staff are required to be fully vaccinated against COVID-19 (barring application for medical or religious exemptions). Wearing masks in the office is optional for our staff.Benefits and Employee Perks:We offer a family-friendly workplace, plus competitive pay, and an industry-leading benefits package that includes:
          • Generous Medical coverage for staff, including paid medical plan deductibles, copays, and out-of-pocket maximums.
          • Dental, Vision, Chiropractic & Acupuncture, Life, LTD and AD&D coverage.
          • Voluntary benefits that include Supplement Life, Accident, Critical Illness, and Pet Insurance.
          • 401(k) retirement plan with a generous employer match.
          • Pre-tax Flexible Spending Accounts, Health Savings Account, and Commuter Benefit programs.
          • Generous paid time off package, including 14 paid holidays + a floating holiday for your Birthday.
          • Ongoing training and professional development for all staff.
          • Tuition Reimbursement.Children's Council of SF is committed to building a staff that is rich with cultural, social, and experiential diversity. Candidates who want to join us on this journey and who can uniquely contribute to that goal are encouraged to apply.Equal Opportunity & Equity Statement: Children's Council is an equal opportunity employer that values diversity as central to our work serving the San Francisco community. We comply with all applicable state and local laws governing nondiscrimination in employment. Our practices are in alignment with our commitment to workplace equity, diversity, and inclusion. We foster a work environment where our current and future staff feel welcomed without regard to race, color, religion, gender identity, national origin, sex, age, disability, or sexual orientation.
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Keywords: Children's Council of SF, Milpitas , Payroll Administrator, Human Resources , San Francisco, California