Payroll Specialist

About the role

Planned Parenthood is the nation’s leading provider and advocate of high-quality, affordable sexual and reproductive health care for all people, as well as the nation’s largest provider of sex education. Planned Parenthood organizations serve all people with care and compassion, with respect, and without judgment, striving to create equitable access to health care.

Through health centers, programs in schools and communities, and online resources, Planned Parenthood is a trusted source of reliable education and information that allows people to make informed health decisions. We do all this because we care passionately about helping people lead healthier lives.

Planned Parenthood Federation of America (PPFA) is a 501(c)(3) charitable organization that supports the independently incorporated Planned Parenthood affiliates, which operate non-profit health centers across the U.S. PPFA also works to educate the public on and advocate for issues of sexual and reproductive health.

Formed as the advocacy and political arm of Planned Parenthood Federation of America, Planned Parenthood Action Fund is a separate non-profit membership organization tax-exempt under section 501(c)(4). The Action Fund engages in educational, advocacy, and limited electoral activity, including grassroots organizing, legislative advocacy, and voter education in furtherance of the Planned Parenthood mission.

Planned Parenthood Federation of America (PPFA) and Planned Parenthood Action Fund (PPAF) seek a responsible and dedicated Payroll Specialist. This job reports to the Payroll Manager in the Finance Department of PPFA.

The Finance & Accounting team provides confidence to all stakeholders in the fiscal and fiduciary responsibility of Planned Parenthood Federation of America (PPFA), and Planned Parenthood Action Fund and its subsidiaries (collectively the Organizations) with a commitment to customer service, sound controls, compliance monitoring, and timely, accurate, and complete reporting, analysis and decision support to further the Federation’s mission.

Purpose

The Payroll Specialist sustains the Payroll team's performance by managing and executing all pre-precessing payroll functions to ensure the system is accurately set-up for successful payroll cycles. The role is responsible for critical upfront coordination, collection, and entry of time and pay data, anticipating operational roadblocks, and maintaining data integrity. By ensuring all foundational employee records and system inputs are complete and compliant, the Specialist ensures that all employees are paid accurately, on time, and in compliance with all relevant tax laws and organization policies.

Delivery

• Own the end-to-end pre-processing payroll cycle, which involves collecting and auditing time and attendance data; processing system updates for new hires and terminations, and direct deposit info; accurately calculating wages, overtime, all employee tax withholdings (federal, state, and local); and all employee voluntary (ie. Benefits, retirement plan/401k) and involuntary (ie. garnishments) deductions to fully set-up the bi-weekly run making corrections as needed.
• Plan and organize work in a way that meets payroll project timelines and goals, and attend regular payroll planning meetings to ensure timelines and goals are met
• Following proper internal control procedures to maintain integrity of payroll run as determined by Payroll Manager.
• Ensures the payroll system is synced to the People & Culture systems to receive payroll information.
• Provide customer service to all employees and serve as the first point of contact for employees' payroll-related inquiries and discrepancies (ie. responding to inquiries in the payroll inbox).
• Document and maintain all payroll related policies and procedures.
• Recommend changes and updates for consideration and approval by the Payroll Manager.
• Develop materials and provide training to new employees and managers, as needed and directed by the Payroll Manager
• Compile and prepare reporting for payroll projects as needed.
• Perform other duties as assigned.

Engagement

• Internally: This role works closely with the Payroll team and staff in other departments as well as People & Culture to coordinate the payroll process and produce work that is on time and meets performance goals.
• Externally: This role may communicate with the organization's external independent auditors during the year end audit process, and other auditors and consultants for specific projects.

Knowledge, Skills and Abilities (KSAs)

• High School diploma or equivalent required
• 2-4 years of payroll processing experience, or an equivalent combination of education and/or experience, preferred
• Experience with UKG or ADP payroll software is a plus
• Ability to work collaboratively and flexibly with a dynamic, fast-moving team, completing multiple tasks with poise, accuracy, and confidence
• Strong organizational, analytical, and problem-solving skills
• Strong oral and written communication skills
• Moderate proficiency in Google and Microsoft Excel products (pivot tables, VLOOKUPs, basic other formulas)
• Flexibility and ability to adapt to quickly changing priorities and ambiguous situations

• Travel: 0-5% domestic
• Planned Parenthood's cultural ethos, "In This Together", reflects our commitment to building a workplace culture that fosters belonging, promotes learning throughout the employee lifecycle, and recognizes individual contributions to our mission.