Easterseals Oregon
Payroll Specialist Job Description
Why Work Here?
We are a progressive public not-for-profit organization that identifies service delivery gaps in the community, building programs to address community needs, and continually strives towards being best of class in our practices and empowering staff with our leadership.
Our Employees
You will find your peers at Easterseals Oregon (ESO) to be completely dedicated to the participants they serve, driven with a passion to help people succeed. Our employees are solution-oriented with profound integrity and commitment. They are highly skilled, adaptive and dependable. Our employees are described as approachable, empathetic, and heart-led.
Our Facilities
Our administrative office is in Multnomah County, and we have 15 other office locations in the state of Oregon. This position will be located at the Portland Office located at 237 NE Broadway, Suite 100, Portland, OR 97232.
GENERAL POSITION SUMMARY
Under the supervision of the CFO and working with the Human Resource Manager, this full-time position processes end-to-end, in-house monthly employee payroll and semi-monthly participant payroll including related taxes and reporting while maintaining accurate payroll records. This role also ensures proper labor distributions including wages, taxes and benefits to the correct general ledger segments and provides audit support for payroll related items. In addition, this position provides HR support including onboarding & offboarding, benefit administration, and compliance screening. Position also serves as primary point of contact for employees regarding their timesheets, paychecks, and employee files.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES include the following. Other duties may be assigned to meet agency needs as this is a summary of duties.
Payroll:
- Responsible for accurate Easterseals Employee and SCSEP stipend payroll processing.
- Process semi-monthly training stipends for approximately 300 participants.
- Process monthly payroll for Easterseals Oregon employees.
- Process timely federal and state tax payments.
- Administer garnishment requests, process payments, and enter deductions.
- Enter new participants and updates in payroll.
- Record time sheet data into payroll system, verify with time tracking system.
- Verifying accuracy of GL account coding to be consistent with Finance department policies and update as needed.
- Maintain payroll files in a systematic order.
- Assist finance with the processing of W2s.
- Maintain a working knowledge of wage and hour law to ensure timely paychecks and minimum wage requirements are met.
- Assist with annual audits, including federal grants, work comp, financial audit and others.
- Additional requests and responsibilities related to payroll records.
Human Resources:
- Maintain thorough knowledge of Employee Handbook and Policies in order to respond to staff.
- Maintain human resource information and records, including performance reviews, written warning, beneficiaries, medical files.
Beneifits Administration:
- Maintain thorough knowledge of benefits, such as health, dental, vision, life, LTD, and 401(k) to communicate to new hires and respond to staff.
- Maintain thorough knowledge of time off policies to respond to staff inquiries.
- Collect and process benefit paperwork timely with the third-party providers, new hires, terminations, and any salary or job changes impacting coverage.
- Processing all COBRA requests for terminated employees.
- Open Enrollment – coordinating with providers.
- Assist payroll and accounting by reviewing allocations and reconciling benefit plan payments including determining appropriate benefit refunds and payments.
- Support employees through the FMLA/OFLA process.
- Provide paperwork to employees and provide HR Manager with support.
- Process Workers’ Compensation Claims.
- Provide paperwork to employees and SCSEP participants as needed.
- Submit to Work Comp provider and provide HR Manger with support.
- Assist with the Recruiting and Hiring Process.
- Post all job openings as provided by HR Manager and maintain central file for postings, candidates and new hires.
- Administer driving and background checks.
- Coordinate and facilitate new hire orientations.
Administrative Support:
- Perform file audits and ensure HR files and records are maintained in accordance with legal requirements and ESO policy and procedure.
- Provide general HR support such as preparing new hire packets, responding to employment verifications and processing confidential documents.
- Assist with creating employee communications.
- Responsible for maintaining compliance with local, state, and federal regulations concerning employment.
General Support:
- Provide courteous, prompt, thorough and accurate responses to inquiries from internal and external sources via incoming phone calls and onsite visitors.
- Assist with special projects and other duties as assigned.
GENERAL INFORMATION
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified.
QUALIFICATIONS, SKILLS, KNOWLEDGE & EXPERIENCE REQUIREMENTS
- Minimum of (3) years of full-cycle payroll processing experience required.
- Experience with data entry and clerical support with a high level of accuracy and efficiency.
- Ability to continuously prioritize work, manage simultaneous tasks and interact with all levels of employees.
- Possess initiative to improve processes and have a customer service-oriented mindset.
- Excellent communication and organizational skills.
- Proficient in using MS Office (Word, PowerPoint, Excel).
- Previous experience processing in-house payroll preferred.
- Previous experience working at a non-profit organization preferred.
- Impeccable integrity and ability to adhere to confidentiality expectations.
The work also requires continual attention to detail and high level of accuracy in data entry, as well as an ability to establish priorities and meet deadlines. The position requires an ability to successfully work in a fast-paced environment with demonstrated ability to successfully juggle multiple competing tasks and demands under minimal supervision. A high degree of dependability and organizational skills, as well as a strong commitment to being a team player and being able to cheerfully pitch-in whenever or wherever needed is also required.
A high level of interpersonal skills to handle sensitive and confidential situations is required in this position. Additionally, must be able to interact and communicate with individuals at all levels of the organization, as well as being creative and service-oriented when dealing with individuals throughout the agency. Requires being able to handle obstacles and difficult people with diplomacy and tact.
Easterseals Oregon reserves the right to revise or change job duties and responsibilities as the need arises. Easterseals Oregon is a drug-free work environment for all employees.
Position does require ability to periodically work more than 40 hours per week as needed and some travel within the state of Oregon.
BENEFITS
- Generous Paid Time Off.
- Vacation up to 15 days per year on the first year worked.
- Volunteer time – 5 paid days to volunteer.
- 11 Paid Holidays + 1 Floating Holiday.
- Health Insurance (80% employer paid for employee coverage).
- 100% Employer paid Health Reimbursement Account (HRA).
- Dental Insurance (75% employer paid for employee coverage).
- 401(k) with stretch match up to 3% of earnings.
- Life Insurance (100% employer paid).
- Long Term Disability (100% employer paid)
ABOUT ESO
Mission: To unlock opportunities for children and adults with disabilities, veterans, and seniors through our programs focused on recreation and respite, workforce development, and housing.
Vision: To create an Oregon where everyone truly belongs and thrives.
Core Values are the ESSENCE of who we are: Excellence, Service, Stewardship, Equity, Nurture, Compassion, and Empowerment. “Your life and mine shall be valued not by what we take... but what we give." - Edgar Allen, Easterseals Founder
ESO has been serving the Oregon community for over 79 years in filling gaps for the disabled, veterans, low income and older adults with education, career assistance and housing.
Equal Opportunity Statement: ESO is an equal opportunity employer. In accordance with applicable law, the company prohibits discrimination based on race, color, religion, creed, gender, pregnancy or related medical conditions, age, national origin or ancestry, physical or mental disability, sexual orientation, genetic information, uniformed service or any other consideration protected by federal state and local laws. Our commitment to equal opportunity employment applies to all people involved in our operations and prohibits unlawful discrimination by any employee.
EXPECTATION FOR ALL EMPLOYEES
- Easterseals Oregon employees are expected to support the mission, vision and values of the organization.
Pay: $28.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Experience:
- Full-Cycle Payroll: 3 years (Required)
Ability to Commute:
- Portland, OR 97232 (Required)
Work Location: In person
