Payroll Administrator

About the Role

The Payroll Administrator is responsible for processing payroll for all locations of Catholic Charities and Catholic Charities Housing Services. The position also oversees the preparation of all payroll tax reports and W‑2 forms.

Responsibilities

• Process all new hires and personnel changes while maintaining an accurate employee database.
• Verify data input conducted by Human Resources for accuracy.
• Maintain an accurate database of voluntary deductions and direct‑deposit accounts.
• Interface with Human Resources regarding policy changes/updates on unemployment, L&I claims, contract employees, retirement plans, and other benefits.
• Process all time sheets, time records, and card records; centrally maintain related documents.
• Audit timesheets, time records, and timecards.
• Reconcile federal time sheets and prepare and track quarterly certifications.
• Report inaccuracies to the appropriate person for corrective action when necessary.
• Process direct‑deposit documents electronically.
• Maintain an orderly, accessible file of all employee time records and assist with time‑and‑attendance troubleshooting.
• Process and maintain all payroll‑related payables; prepare check requests for voluntary employee deductions.
• Process 941 tax deposits according to IRS guidelines.
• Reconcile payroll payables to general‑ledger accounts monthly.
• Upload all retirement monies to MOA after each payroll.
• In coordination with the Payroll Analyst, reconcile all employee benefits for Catholic Charities and Catholic Charities Housing Services.
• Process quarterly payroll reports and other payroll reports as necessary.
• Ensure all payroll reports and tax filings are prepared timely, complying with agency standards and governmental requirements.
• Ensure all reports are accurate and balance to the general ledger; reconcile quarterly reports to GL accounts.
• Report to the Bureau of Labor Statistics each month.
• Reconcile employee deductions to the GL monthly.
• Process all W‑2 and related documentation; verify accuracy for all deductions including 403(b) and medical deductions.
• Reconcile W‑2s to the general ledger and 941 quarterly reports; ensure W‑2s are printed and distributed by January 31 each year.
• Provide backup support to the Payroll Analyst, including uploading GL entries into Sage Intacct and preparing/posting journal entries as assigned.
• Coordinate with Human Resources regarding FMLA and short‑term disability administration.
• Serve as a resource to employees by responding to payroll inquiries and providing training on timesheet submission, payroll deductions, tax withholding, and other payroll processes.
• Process wage garnishments in compliance with applicable laws and in coordination with Paycom.
• Assist supervisors and managers with payroll, leave administration, and other employee compensation questions and issues.
• Support agency operations by assisting other departmental staff as needed (mail distribution, accounts payable check distribution, bank deposits, and other administrative duties).
• Maintain strict confidentiality of employee, payroll, and agency information.
• Provide timely, professional, and courteous support to employees, supervisors, and managers regarding payroll, timekeeping, and leave administration.
• Communicate proactively about payroll deadlines, procedural changes, and required documentation.
• Identify recurring employee service issues and recommend process improvements to enhance clarity, efficiency, and user experience.
• Actively participate in departmental and agency meetings as required.
• Perform other duties and special projects as assigned.

Qualifications

• Education: Associate degree in Accounting, Business Administration, Human Resources, or a related field required; Bachelor’s degree preferred; Certified Payroll Professional (CPP) or other recognized payroll certification preferred.
• Experience: Minimum of five years of progressively responsible payroll administration experience; knowledge of Washington State and federal wage‑and‑hour laws, tax regulations, and compliance requirements; experience processing payroll for non‑profit, governmental, or similarly regulated environments preferred; experience administering payroll related to federal grants and funding sources preferred; experience managing payroll audits, reporting, and reconciliations preferred.
• Special Skills: Proficiency with HRIS and payroll software (Paycom preferred); intermediate to advanced proficiency in Microsoft Excel and Word; strong analytical, organizational, and problem‑solving skills with exceptional attention to detail; excellent verbal and written communication skills; ability to maintain confidentiality and exercise sound judgment; demonstrated ability to work independently, manage multiple priorities, and meet critical deadlines while maintaining professionalism.
• Licensure/Certification: Valid Washington State driver’s license and required minimum liability insurance for WA state; must be deemed insurable by Catholic Charities liability insurance provider; Notary certification.

Physical Requirements

This position normally requires standing, walking, bending, lifting, or other low‑exertion physical activity, as well as regular talking and hearing, up to 90% of the time.

Work Schedule

Monday – Friday, 8:00 am – 5:00 pm

Pay

$80,500 – $87,500 per year, depending on experience

Benefits

• 13 paid holidays, 12 days of vacation, and 12 days of sick leave per year.
• Health insurance (medical & prescription) with optional dental and vision plans; majority of premiums paid by Catholic Charities.
• Retirement 403(b) Plan: employee contributions commence upon employment; Catholic Charities contributes 2% of monthly income and matches up to 4% of employee contributions after 6 months.
• Basic life insurance paid 100% by Catholic Charities.
• Flexible Spending Account eligibility after 6 months.
• Education Assistance Program reimbursing up to $5,250 per year for approved continuing education after 6 months.
• Additional voluntary insurances (supplemental life, AD&D, critical illness, long‑term disability, accident, ID theft).
• Employee Assistance Program offering 3 counseling sessions per year, legal consultations, financial coaching, and other wellbeing tools.
• Annual longevity awards beginning at 5 years of employment.