Payroll & Grant Accounting Specialist

$76,960 - $85,280/Yr

East Bay Asian Local Development Corporation (Ebaldc) - Oakland, CA

Full-time - Mid Level

Oakland, CA

Real Estate

About the position

The East Bay Asian Local Development Corporation (EBALDC) is seeking a regular Full-time Payroll Specialist located in Oakland, CA. This position is integral to the organization, reporting to the Controller with a dotted line to the Senior Project Manager. The Payroll & Grant Accounting Specialist will manage all day-to-day grant accounting operations related to community building grants administration, payroll, and benefits administration functions. The role requires a strong commitment to accuracy and compliance, ensuring that all payroll processes adhere to federal, state, and local regulations while supporting the organization's mission to build healthy, vibrant, and safe neighborhoods through community development. In the realm of grant accounting, the specialist will assist in tracking net assets released from restrictions and maintain financial records for each program, grant, and project. This includes identifying and updating reports to apply wages and expenses, following cost allocation principles, and providing accurate and timely reporting on the financial activity of individual programs to program managers. The specialist will also ensure that expenditures align with grant and program budgets throughout the grant/fund period, collating financial reporting materials for government, corporate, and foundation grants. On the payroll and benefits administration side, the specialist will process payroll for approximately 150 employees, ensuring full compliance with all relevant regulations. This includes handling the administration of the electronic timekeeping system, monitoring submissions of approved timesheets, and ensuring valid data transfers to/from the payroll service. The role also involves updating the HRIS with payroll, demographic, and benefits data, preparing reports summarizing earnings, taxes, deductions, and leave, and resolving any discrepancies in payroll and benefits by collaborating with HR and benefits brokers. Maintaining confidentiality and protecting payroll operations is crucial, as is establishing and maintaining accurate employee records and ensuring compliance with all regulations.

Responsibilities

• Assist in tracking of net assets released from restrictions
• Maintain financial records for each program, grant and project
• Identify and update reports to apply wages and expenses
• Follow cost allocation principles and maintain accurate allocation methodology
• Provide accurate and timely reporting on financial activity to program managers
• Assist in financial, project/program and grant accounting
• Process payroll for approximately 150 employees
• Handle administration of the electronic timekeeping system
• Monitor submissions of approved timesheets
• Ensure adherence to company time off policy and procedures
• Update HRIS with payroll, demographic, and benefits data
• Prepare reports summarizing earnings, taxes, deductions, and leave
• Resolve payroll and benefits discrepancies
• Maintain payroll and benefits operations by following policies and procedures
• Establish/maintain employee records
• Track and record all employee additions, terminations, and status changes
• Keep updated with current changes in local and state policies
• Notify HR of needed changes to ensure compliance
• Maintain continuous communication with HR
• Reconcile allocation and grant reporting
• Submit retirement contributions after each pay period
• Submit health insurance invoices and process reconciliation
• Calculate and process final check requests
• Conduct annual year-end administration including W-2, 1099, and 1095 creation and distribution
• Conduct annual compliance reporting including EEOC, CA Pay Data Reporting, benefits census, 5500, required notices, and non-discrimination testing.

Requirements

• 5+ years' experience with accounting principles, practices, and systems related to payroll processing, benefits administration, and grant accounting
• Strong understanding of relevant laws, regulations, and compliance standards related to payroll and benefits administration
• Excellent attention to detail and accuracy in data entry and calculations
• Ability to maintain confidentiality and handle sensitive information appropriately
• Effective communication skills for collaborating with Accounting, HR, and other relevant departments
• Problem-solving skills to address discrepancies in payroll processing
• Time management skills to ensure payroll deadlines are met consistently
• Familiarity with payroll and benefits best practices and industry standards
• Ability to adapt to changes in payroll regulations and software updates
• Strong analytical skills to review and analyze payroll/benefits reports and data for accuracy
• Customer service orientation to assist employees with payroll inquiries
• Organizational skills to maintain HRIS records and documentation systematically
• Experience using Paycom system is preferable.

Nice-to-haves

• Experience with HRIS tools
• Knowledge of grant accounting principles
• Familiarity with payroll software updates

Benefits

• Medical, Dental, Vision insurance with up to 100% of employee premiums covered
• 60% of dependent premiums covered for Medical, Dental, Vision
• Long-term disability insurance
• Life insurance
• Employee Assistance Program (EAP)
• Retirement plan
• Paid Time Off (PTO)
• California Paid Sick Leave
• Holidays
• Wellness Days off