Application for this position requires a CV/Resume as well as a Cover Letter that includes salary requirement information.
PROGRAM/ DEPARTMENT SUMMARY:
The Leadership and Organizational Effectiveness team (LOE) partners with the Mercy Corps community to create a work environment that inspires excellence and Attracts, Retains, and Develops Talent to Lead Mercy Corps into the Future. As part of the LOE team, Mercy Corps’ Human Resource Services’ mandate is to provide support to the agency to fulfill its mission by providing consistent, fair, transparent and respectful service to its most valuable resource – its people.
GENERAL POSITION SUMMARY:
This position is responsible for payroll related functions for a complex, rapidly-changing global work force. In addition, this position provides support to the global Mercy Corps team and the HR Services team in a timely and accurate manner with a spirit of teamwork and service. This is one of two Payroll Officer functions and each Payroll Officer is responsible for specific regions.
ESSENTIAL JOB FUNCTIONS:
Strategy and Vision
Provide support to the Human Resource Services Department objectives.
Identify a personal Work Plan that reflects objectives that contributes to the Human Resource Services Department objectives.
Consistently demonstrate flexibility, resilience and ability to maintain positive relationships and composure, even under difficult circumstances.
Maintain high ethical standards and treat people with respect and dignity.
Demonstrate an awareness of his/her personal strengths and development needs.
Collaborate closely with HR Officers, Payroll Officers, and other members of the HR Services and LOE teams, with particularly close work around people movement, reconciliations, end of service and problem-solving.
Maintain productive relationships with all customers, stakeholders, vendors, etc.
Respond to and address all payroll-related questions, audit inquiries or requests for information within 3 days of receipt which complies with the current HR Services service standard.
Be responsible for full-cycle monthly payroll processing of designated HQ-Portland hired domestic and international (US Expatriates and Third Country Nationals) team members. This includes payroll notices & communication regarding hire, transfers/changes, retroactive payroll adjustments and end of service activity.
Collect, calculate and check accuracy of timesheets for designated domestic and international team members and enter data into payroll system for appropriate payroll period(s).
Accurately process pay including adjustments due to merit, market and position changes.
Prepare payroll wire transfer file for International team members and maintain proper payroll records for archive.
Prepare, distribute and archive payroll related reports, including but not limited to settling-in and storage, hardship allowance, miscellaneous additions and deductions, and retro earnings for Corporate Accounting and International Finance.
Be responsible for calculation and distribution of all final pay checks in compliance with state regulations.
Together with peer Payroll Officer, manage all domestic and international timesheet tracking and notification/reminder systems.
Assist the Director of Global HR Services with resolving and responding to escalated payroll issues.
Assist in the development of the Payroll Standards and Processing Manual.
Be responsible for all aspects of payroll filling including timesheets, paperwork and relevant correspondence for designated domestic and international team members.
Cross-check peer Payroll Officer’s Final Pay Register against PAFs, as well as reconciliations and other payroll changes to ensure quality assurance.
Collect, verify and process quarterly taxable benefits for International team members.
Track, request, follow-up and prepare quarterly timesheet compliance report.
Prepare and submit semi-annual “Payroll Salary Advance” notice to Field Finance Managers. Collect, review, approve and process requested semi-annual changes.
Coordinate and collect annual IRS form 673 and ensure on-going compliance.
Responsible for auditing and finalizing year end W-2s, including processing W-2(c)’s if necessary for designated domestic and international team members.
As it relates to payroll, track designated domestic and international team members on leave (workers’ compensation leave, family medical leave, etc) and make any necessary adjustments to accruals and earnings.
Manage the electronic pay process, including requests and inquiries from team members.
Prepare necessary monthly reports including: 403(b) and TCN fund transfer report, monthly accounting report, workers’ compensation report, additional voluntary deduction reports and ad-hoc reports as requested.
Track accrued leave and maintains reset years in the Payroll system for domestic and international team members (assigned regions).
Ensure benefit related payroll deductions are calculated in a timely manner.
Prepare and provide all requested or necessary deduction related reconciliations in a timely and accurate manner.
Assist with other payroll and human resources tasks or duties as needed or assigned.
As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve - we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.
Accountability to Beneficiaries
Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.
SUPERVISORY RESPONSIBILITY: This position holds no supervisory responsibility.
REPORTS DIRECTLY TO: Director of Global HR Services
WORKS DIRECTLY WITH: HR Services and other LOE team members, Corporate Accounting, and International Finance
KNOWLEDGE AND EXPERIENCE:
2+ years of Payroll experience that reflects increasing responsibilities in a medium to large complex organization required.
Demonstrated understanding of payroll concepts and practices, including but not limited to state and federal regulations, complex reconciliations of pay adjustments, intersection of benefits with payroll deductions, etc. required .
Demonstrated ability in application of knowledge including taking the lead on resolution of complex payroll questions and situations required .
Proven experience in providing exceptional customer service to team members and a proven ability to effectively interact with all levels of team members and management required .
Demonstrated and strong analytical problem solving skills required.
High level of attention to detail and accuracy required .
Must have strong mathematical skills, excellent written and oral communication skills and the ability to present and explain payroll information in an easy to understand manner required .
Intermediate to Advanced ability with Microsoft Office including Word and Excel required .
Ability to multi-task and manage time effectively and efficiently required .
International payroll experience and/or any type of exposure to international HR and/or business, preferred.
Experience with multi-state payrolls, time and effort reporting and G/L reconciliations, preferred.
Associates or Bachelor’s Degree in Accounting, Business or Finance or related field, preferred.
Extensive payroll processing software experience (ADP/NuView) including a strong report writing background, preferred.
An understanding of and experience with HR duties beyond payroll, such as Employee Benefits, preferred.
The successful team member will be an avid learner, self-directed, innovative and action-orientated. Furthermore, they must have the ability to work independently, employ effective time management skills, handle frequent interruptions and shift priorities, exhibit effective customer service skills and work effectively with a wide variety of individuals including team members based overseas. Additionally, the individual will thrive in a fast paced environment prone to rapid change and will be willing to increase his/her responsibility level in the assigned areas. The most successful Mercy Corps team members have a positive approach, a strong commitment to team work and personal accountability, and the ability to be flexible and ensure that effective communication is a priority in all situations.
LIVING /ENVIRONMENTAL CONDITIONS:
This position is based in Portland.
Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.
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