The requirements listed, are representative of the knowledge, skills, and abilities necessary to perform the essential functions of the job.  To perform this job successfully, an individual must be able to carry out each task satisfactorily and perform other duties as assigned. 

Payroll Administration

• Process full-cycle payroll for all agency employees.
• Ensure accurate calculation of wages, deductions, garnishments, and benefit withholdings.
• Maintain the payroll system to ensure proper cost allocation.
• Interpret and administer personnel policies and procedures related to payroll and benefits in compliance with applicable laws and management guidance.
• Administer payroll tax filings and ensure timely payment of federal and state payroll taxes.
• Assist in administration of the TSA/403(b) plan, including eligibility, correspondence, terminations, and reconciliations.
• Prepare and distribute year-end W-2 forms and Affordable Care Act (ACA) reporting (1095 forms).
• Maintain payroll records in compliance with applicable laws, regulations, Agency policies.
• Maintain payroll-related general ledger accounts and preserve audit trails.
• Respond to employee payroll-related inquiries.
• Ensure confidentiality of all payroll and personnel information.

Benefits & Compliance

• Reconcile monthly benefit invoices to payroll deductions.
• Coordinate benefit changes with HR department and third-party administrators.
• Maintain knowledge of fund accounting, tracking of funds by type and source, federal cost categories, grant requirements, and Uniform Guidance (2 CFR Part 200).
• Ensure proper accounting of benefit expenses and liabilities.
• Assist in maintaining compliance with nonprofit regulatory requirements.

Accounting & Financial Reporting

• Prepare and review journal entries.
• Reconcile general ledger accounts monthly.
• Maintain payroll-related and benefit-related accounts.
• Record deposits and maintain daily cash logs and cash balance reporting.
• Administer petty cash disbursement, reconciliation, and coding.
• Manage prepaid expenses and inventories, including ordering, reconciliation, and coding.
• Assist with fixed asset inventory and capitalization, including depreciation, tracking purchases and dispositions, and conducting physical inventories.
• Assist in maintaining  the cost allocation plan.
• Assist in the preparation of monthly, quarterly, and annual financial statements.
• Support grant reporting, if applicable.
• Assist with preparation for the annual audit and provide requested documentation.
• Maintain strong internal controls in accordance with nonprofit financial standards.

Additional Responsibilities

• Cross-train in the duties of other Finance Department staff and provide coverage as needed during absences.
• Complete special projects as assigned.
• Demonstrate flexibility in assuming new responsibilities and perform other duties as needed to support the continued efficiency and effectiveness of the organization.

Additional Knowledge, Skills and Abilities:

• Strong understanding of payroll tax compliance and reporting requirements.
• Knowledge of GAAP and nonprofit accounting standards.
• Proficiency in accounting and payroll software systems.
• High level of accuracy and attention to detail.
• Ability to work independently and prioritize deadlines
• Strong ethical standards and commitment to confidentiality.
• Ability to type accurately with moderate speed; proficiency with computer applications and knowledge of Microsoft Office and database programs; use a calculator and answer the telephone. Strong excel skills.
• Strong organizational and time management skills and the ability to work independently. 
• Ability to maintain strict confidentiality in regard to all agency matters.

• Effectively communicates on all platforms.
• Demonstrates dependability and punctuality.
• Adheres to a consistent work schedule.

• Demonstrates professionalism in the workplace.
  • Maintains professional boundaries with participants;
  • Must have the ability to work with low income and disadvantaged people by modeling an   unbiased, non-judgmental attitude.
  • Demonstrates positive and appropriate interactions with coworkers and management.
  • Contributes to a harmonious and productive work environment.
  • Must be a team player to ensure overall program success.
• Brings creative suggestions and potential solutions to direct supervisor regarding work barriers and team efficiency.

Wendy Krenelka, Training Specialist
Human Resources Department | 406.247.4716 hr@hrdc7.org

District 7 Human Resources Development Council
7 North 31^st Street, P.O. Box 2016, Billings, MT 59103
hrdc7.org | 800.433.1411 | fax 406.248.2943