Payroll Accounting Specialist

Everyone deserves the opportunity to build a better future. This simple idea has been at the heart of TechnoServe’s work around the world for over 50 years. TechnoServe is a pioneer in leveraging the power of businesses and markets to create sustainable pathways out of poverty.

The low-income communities in which we work are full of enterprising people. Their small-scale farms and businesses are the keys to economic development. But they face many challenges: low literacy, lack of access to jobs and markets, unpredictable political dynamics and, increasingly, the effects of climate change. For many women and young people, the challenges are even more daunting. Working with TechnoServe staff, people around the world are lifting themselves out of poverty. The results are amazing...when incomes increase and living conditions for families get better, they are able to access health care and education previously out of reach. Communities and even whole countries are better off. 

Summary:

The Payroll Accounting Specialist works closely with staff and the HR team to coordinate and process semi-monthly payroll for the home office including US nationals, Expatriate, and Third Country Nationals. The position plays a key role in ensuring payroll is processed accurately and promptly. The Payroll Accounting Specialist is also responsible for the reconciliation of all payroll accounts, and works with the payroll service provider to ensure timely remittance and filing of all tax forms and payments.
The ideal candidate will have experience in the payroll process, accounting, not-for-profit donor reporting, and payroll-related audit support. They will also have a desire to work in an environment that promotes open, multicultural communication, and coordination.

Primary Functions & Responsibilities:

Primary activities include, but are not limited to the below:

Payroll

• Process semi-monthly payroll for both US and expatriate staff accurately and timely;
• Ensure all allowances are processed per TNS policies and procedures;
• Ensure timesheets for all US and expatriate staff are completed on time for the monthly payroll;
• Reviews reconcile and audit payroll and related special payments record in the payroll system;
• Reviews payroll summary and detail register report to ensure accuracy before submitting for relevant approvals;
• Works with Treasury Team to ensure availability of funding sources before payroll file transmission;
• Works promptly with the HR and accounting team to resolve any payroll related problems or discrepancies.
• Work closely with the field offices in gathering intercompany payroll data for payroll processing;
• Generates payroll files and other ad-hoc payroll related data;
• Manages the payroll reporting for wage attachments including, federal and state tax levies, bankruptcy orders, child support/family court orders, garnishments, and Consumer Protection Act requirements.
• Ensure timely filing of quarterly and year-end reporting, including W-2, W-2C, W-3, 941, tax deposits by the payroll service provider;
• Assist in the preparation of 990 data and other payroll-related compliance data;
• Monitors changes in laws and regulations pertaining to payroll which require TNS’s policy changes and notifies management staff;
• Recommends and maintains up to date changes in payroll policies and procedures;
• Maintains awareness of current rules and regulations pertaining to payroll and ensures the timeliness and accuracy of payroll, voluntary and involuntary payments.
• Maintain a thorough knowledge of payroll matters in multi-states and coordinate with multi-state agencies to request and/or maintain state IDs;
• Serves as a liaison for worker’s compensation, donor, and organizational audits.

Accounting

• Maintains payroll-related general ledger accounts and is responsible for the reconciliation and accuracy of one or more payroll accounts within a complex payroll system.
• Creates and maintains payroll data, reports, and files.
• Reconciles employee benefits calculations and third-party reporting, including deferred compensation - IRS Section 401(K), insurances, etc.
• Ensures accuracy of uploaded payroll files for processing in the NAV accounting system;
• Review and analyze financial data for accuracy; timely identification, and corrections of errors of transactions posted in payroll general
• Produce consistent and accurate month-end supporting schedules and reconciliations for payroll related general ledger accounts;
• Post payroll and related liabilities entries accurately and timely;
• Other ad hoc and special projects as required.

Basic