Payroll and Benefits Administrator (Administrative)

POSITION / TITLE: Payroll and Benefits Administrator
RESPONSIBLE TO: Chief Administrative Officer (CAO)
PROGRAM ADDRESS: 2230 Jerrold Ave., San Francisco CA 94124
MISSION: Meals on Wheels provides a network of services that allow seniors to live in theirhomes with dignity and independence as long as possible.

ABOUT MOWSF: Meals on Wheels San Francisco works to help seniors live independentlywith dignity, in their own homes, for as long as it is safely possible. With a state-of-the-art facility,our kitchen production and delivery services team ensure safe and wholesome meals are produceddaily and packaged in accordance to the highest standards to maintain freshness and quality fromour kitchen to our client's homes. With complementary nutrition and support services, Meals onWheels SF serves the whole person and strengthens the quality of life for thousands of clientsevery year.
POSITION SUMMARY: Reporting to the Chief Administrative Officer, the Payroll andBenefits Administrator is responsible for managing and administering all aspects of payroll andemployee benefits deductions and billing for MOWSF. This role includes ensuring accurate andtimely payroll processing, maintaining employee records, and administering a variety of benefitprograms, such as health insurance, retirement plans, and other employee perks. The idealcandidate will possess strong organizational skills, a deep understanding of payroll and benefitsadministration, and the ability to work collaboratively in a fast-paced, mission-driven environment.
DUTIES AND RESPONSIBILITIES:Payroll Administration:? Perform all activities necessary to process payroll and maintain accurate payroll recordsand reports; ensure data integrity for all aspects of timekeeping and payroll; enter hoursand special pay calculations or deductions; process manual and final checks.? Prepare and maintain all reports within payroll and HRIS system; process fiscal and yearendreports and reconcile with W-2 information for accuracy. Document any discrepanciesin payroll processing to maintain a clear record of reconciliation and adjustments.? Process garnishments, levies, and other court-ordered wage orders in a timely manner,including reporting to the necessary State office or jurisdiction and assisting staff withgeneral process questions.Updated 3/28/25 Page 2? Assist staff with general questions related to payroll, time off accruals, wage deductions,fringe benefits, and other pay-related issues. Research and resolve problems whileproviding excellent customer service.? Work with the payroll vendor (Paylocity) for technical issues with payroll and timereportingsystems.? Perform filing and upkeep of employee payroll records.? Maintain procedures manual for payroll processing and assist in the training ofAdministrators and other staff on the payroll system in a "super-user" role to troubleshootgeneral user questions or basic technical issues.? Keep abreast of current payroll tax requirements and relevant laws associated with theprocess of staff wage data including payroll taxes, employee federal and state income taxes,social security taxes, taxation on international employees, and other required reporting(SUI, workers compensation, deferred benefits, etc.)? Prepare special reports as needed.? Process termination requests and final checks.? Ensure that 403(b) salary deductions are entered timely and that contributions areuploaded to 403(b) vendor's web portal immediately after each payroll run.? Support and cross train with HR on related tasks.? Provide support to Finance staff with regards to payroll related transactions.? Conduct regular payroll reporting as required and assist with financial audits related to payrecords and associated general ledger.? Balance and reconcile GL payroll accounts including cost center allocations and payrollrelatedaccruals, including benefits.? Understand and maintain payroll general ledger entries from payroll side.? Manage 403(b) audit.? Quarterly calculations and upload of Healthy SF contributions if needed.? Assist with other non-payroll related tasks as needed.Benefits Administration:? Work closely with HR department on benefits enrollment through our EASE onlineplatform. Audit HR data entry into HRIS to ensure accurate deductions are entered andmaintained in payroll.? Audit monthly invoices against employe changes as entered by HR. Reconciling invoicesin EASE and working with our insurance brokers, ensure accurate billing from month-tomonth.Follow up with individual vendors and/or brokers on billing errors, ensuringproper credits/debits as required.? Track monthly invoices and submit to AP for processing in a timely manner. Set upaccounts for ACH and automatic payment as approved by Controller.? Work closely with HR, insurance brokers and benefit providers to resolve issues andensure smooth service delivery.QUALIFICATIONS and PERSONAL CHARACTERISTICS:? Demonstrate a deep and genuine connection to the MOWSF mission to ensure operationalsuccess so no senior is hungry or alone.? Demonstrated ability to appropriately handle confidential information and sensitive situationsin a trustworthy and reliable manner.? A can-do attitude and commitment to providing excellent customer service to staff, businesspartners, volunteers, and clients.? Exceptional interpersonal skills and a proven ability to engage with staff at all levels in amanner that engenders trust and confidence.? Ability to work autonomously and use resources available to complete tasks timely.? Extensive knowledge of Federal, State, and San Francisco employment/payroll laws.? Excellent analytical, problem-solving, and organizational skills.? Excellent communication skills, both written and verbal.JOB REQUIREMENTS:Bachelor's degree in Human Resources, Accounting, Business Administration, or related field, orequivalent in experience required; Minimum of 3 years of experience in payroll and benefitsadministration, ideally in a non-profit or similarly sized organization; Strong knowledge of federaland state payroll tax regulations, benefit programs, and compliance requirements; Experience withpayroll software (e.g. Paylocity, Paycom, ADP, Paychex, or similar systems) and benefitsmanagement platforms; Experience with accounting software such as Sage Intacct preferred;Knowledge and expertise with MS Office suite including Excel, PowerPoint, Word, and Outlook.Knowledge of local San Francisco and California employment laws is preferred. Requires passinga credit/criminal background check.
SALARY / HOURS/BENEFITS: Starting pay for this position is $81,000 - $93,000 annuallydependent on experience. This is a full-time salaried (exempt) position based on a 40-hour workweek. MOWSF provides company-paid health, dental, vision, life and long-term disabilityinsurance (100% paid for employee only coverage). Our 403b plan includes a 3% discretionarycontribution for all eligible employees. Vacation leave accruals start at 15 days (120 hours) and weobserve a total 10 holidays per year. For a full summary of employee benefits, please contact theHuman Resources department.