Assistant Payroll Manager

American Conservation Experience (ACE) is a dynamic non-profit organization dedicated to providing rewarding environmental service opportunities that harness the idealism and energy of a volunteer labor force to help restore America's public lands. ACE has a national reputation for providing exceptional training and support to enable crews to safely and economically implement technically complex and physically demanding conservation projects for the US Forest Service, BLM, National Park Service, USFWS and numerous state and local land management partners.

Job Title: Assistant Payroll Manager

Location: Flexible: ACE Office or Remote Options Available

Department/Division: Finance and Technology

Status: Regular Full-Time, Salaried (Exempt)

Reports To: Senior Director of Finance and Compliance (SDFC)

Travel: Limited domestic; Less than 5%

Position Summary:

Under supervision of the Senior Director of Finance and Compliance (SDFC), the Assistant Payroll Manager (APM) is responsible for managing all aspects of ACE’s employee and member compensation payroll management ensuring accurate calculation of wages, tax withholdings and deductions as well as serves as a point of contact between ACE program directors, employees/members and ACE’s contracted payroll company. The APM is also responsible for assisting with ongoing reporting and compliance requirements and assisting with employee file management and employee retirement plans as it relates to payroll as well as serve as general support to the finance department to help develop, coordinate, and oversee administrative improvements to existing policies and systems.

Essential Duties and Responsibilities:

• Implements, maintains, and reviews payroll processing systems to ensure timely and accurate processing of payroll transactions including salaries, benefits, garnishments, taxes, and other deductions.
• Ensures accurate and timely processing of payroll updates including new hires (employees and members), terminations, and changes to pay rates.
• Facilitate and enroll new employees and members into ACE’s payroll systems.
• Weekly payroll data input, including tracking vacation and sick leave accruals and use.
• Assist with preparation and filing federal and state payroll taxes and reporting by payroll company, and respond to agency inquiries; Accurately, and in a timely manner, assist with submitting all required reporting.
• Prepares and maintains accurate records and reports of payroll transactions
• Assists with 403b deductions and coordinate with retirement plan administrator for billing and updates.
• Assist with coordinating health, dental, and other employee benefits in relation to payroll administration.
• Ensures compliance with federal, state, and local payroll, wage, and hour laws and best practices.
• Help with developing and improving systems to safeguard confidentiality of all payroll related information and personally identifiable information.
• Assist with HR reporting and compliance as needed.
• Assist with completing or coordinating all unemployment claims.
• Assist with processing of at least three groups of bi-weekly payroll on a weekly basis.
• Answer payroll related questions from staff, and members; Coordinate with program staff as needed and appropriate.
• Assist with access to user accounts and security settings, password resets, etc., in the ACE payroll system.
• Assists with audits by providing records and documentation to auditors.
• Assist with off-boarding tasks in payroll for all members and employees and ensure that off-boarding procedures are administered and completed.
• Identifies and recommends updates to payroll processing software, systems, and procedures.
• Serve as a resource to employees on payroll management and assist in internal communications.
• Perform other duties and related functions as needed or assigned.
  
  
  

Required Experience and Qualifications:

• Bachelor’s Degree or equivalent in accounting, business administration, human resources or related discipline OR any combination of education, training, and experience which demonstrates the ability to perform the duties of the position at the discretion of the SDFC.
• Must possess high initiative and be detail oriented and have the ability to prepare and maintain records and reports
• Extensive knowledge of the payroll function including preparation, balancing, internal control, and payroll taxes.
• Multi-state payroll processing, compliance, and tax skills are required.
• Strong organizational and time management skills, coupled with the willingness and desire to learn new processes quickly and effectively, are critical for success in this role.
• Strong computer systems skills, including advanced payroll processing systems skills, and advanced Excel skills with the ability to analyze large amounts of data; Experience with Paycor payroll processing software is strongly preferred.
• Proven, unwavering integrity with regards to PII (Personally Identifiable Information).
• Must be flexible, with the ability to work well as part of a highly mobile, highly functional team, and to complete individual project work without direct supervision (at times).
• Ability to understand and carry out oral and written instructions.
• Strong written and verbal communication skills and basic comfort level with public speaking
• Familiarity with basic office practices, file management, records maintenance
• The ability to handle multiple projects/tasks, prioritize work and meet deadlines.
• Ability to be flexible, self-directed, motivated and able to interact with employees at all levels.
• Ability to interact effectively as a team member and independently with ACE staff
• Ability to understand and follow ACE systems and processes.
• Passion, humility, integrity, positive attitude, and self-directed.
• Capacity to manage multiple and time-sensitive priorities
• Ability to work well with others and to seek assistance when needed to carry out assignments.
• Demonstrate sensitivity, understanding and an ability to effectively engage individuals (internal and external) from diverse cultural, socioeconomic, ability and ethnic backgrounds.
• Commitment to ACE's mission of public service through youth development and volunteerism.
• Ability to perform the essential duties of the position with or without reasonable accommodations.
  
  
  

Other Requirements:

• Must be authorized to work in the U.S.
• Proficient in English.
• Ability to pass a federal criminal background check.
• Willing to abide by ACE Policy and Federal Drug Free workplace policies and laws. ACE reserves the right to drug test at any time.
  
  
  

Physical Demands, Work Environment and Working Conditions

• Physical Demands: Requires frequent sitting, standing, walking, using hands to handle or feel, reaching with hands and arms, talks and hears. Manual dexterity required for use of computer keyboard/mouse and other office equipment. Required to stoop, kneel, climb stairs, and/or crouch.
• Vision Requirements: Requires close, distance, peripheral and depth perception vision as well as the ability to focus.
• Weight Lifted or Force Exerted: Frequently moves up to 10 lbs., occasionally moves up to 25 pounds.
• Environmental: Mainly indoor, office environment conditions; indoor air quality is good and temperature is controlled.
• Noise Environment: Moderate noise such as in a business office with equipment and light traffic.
• Travel: This position may require limited domestic travel.
  
  
  

Compensation: Starting annualized salary range of $58,00-$63,000 (40 hours/week for 52-weeks), depending on experience.

Medical/Health Benefits: ACE offers competitive medical and ancillary plans (health, mental health, dental, vision and other supplemental benefits). ACE Staff members are also eligible to participate in ACE's 403b retirement plan with a 2% employer contribution.

Holidays, Vacation, and Sick Time: As an ACE staff member, you will be eligible to accrue up to 80 hours of paid vacation time annually during your first two years of continuous employment, then it increases to 120 hours annually. ACE observes 13 paid annual holidays (floating holiday flexibility). ACE provides 10 days (or 80 hours) of paid sick time annually.

Additional Benefits: Outdoor Perks - As an ACE staff member, you will be eligible to receive pro deals which include deep discounts on outdoor gear providing 30 - 50% off retail prices on 100’s of established outdoor gear brands.

Phone Provided or Reimbursement Option: You have the option to select one of the following options: ACE work phone device/number provided or monthly phone reimbursement for personal device/number use.

To Apply: Please submit a resume, one-page cover letter and contact for three professional/academic references to the application link. Qualified applicants will be contacted by email to arrange an interview. Applicants must follow all application instructions in order to be considered for this opportunity. This position may close at any time.

ACE values an inclusive workforce - if you meet at least 70 percent of the qualifications, we want to hear from you!

ACE participates in E-Verify and will provide the federal government with your Form I-9 information when you are hired to confirm that you are authorized to work in the U.S.

Employment with ACE is based upon ability, qualifications, attitude, and job-related factors. Every qualified employee or applicant has the same opportunity for recruitment, hire, training, transfer, promotion, compensation, demotion, termination, benefits, employee activities, and general treatment without regard to race, color, religion, creed, sex, gender, national origin, pregnancy, ancestry, citizenship status, genetic information (including of a family member), veteran or military status, age, physical or mental disability, sexual orientation, gender identity or expression, medical condition, marital or parental status, political affiliation, ethnicity, hair texture or style, arrest record, caste, hereditary status, endogamy, or any other classification protected by applicable local, state, or federal law.