Payroll & Finance Specialist

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The Payroll & Finance Specialist is responsible for accurately processing payroll and supporting a wide range of human resources administrative functions as well as processing all Account Payables and reporting for the YMCA Nourish Program. This role ensures compliance with federal, state, and local regulations while maintaining employee records, administering benefits, and supporting employee onboarding and compensation changes. The Payroll & Finance Specialist works closely with HR, Finance, and management to ensure timely, accurate, and confidential handling of employee information.

Work week is 35-40 hours per week, pay is $21-$25 per hour based on qualification and experience.

• Process semimonthly payroll accurately and on time.
• Monitor deductions of employee portions of insurance and other benefit contributions from payroll.
• Update and maintain salary changes, including annual salary increases and adjustments.
• Ensure compliance with wage and hour laws, payroll tax requirements, and reporting deadlines.

• Complete onboarding paperwork for all new employees, ensuring accuracy and completeness.
• Perform background checks and track required clearances prior to employment.
• Maintain and file all personnel records in accordance with retention and confidentiality requirements.
• Update HR and payroll files when employees change roles, compensation, or work location.

• Update employee tax forms and payroll records when employees move to a new state or jurisdiction.
• Ensure payroll and tax records remain compliant with applicable federal, state, and local regulations.

• Administer employee insurance and benefit programs, including enrollments, changes, and terminations.
• Monitor and reconcile benefit deductions from employee pay.
• Administer retirement benefits, including enrollments, contributions, and reporting.
• Serve as a point of contact for employee questions related to payroll, benefits, and deductions.

• Process vendor invoices accurately and in a timely manner in accordance with organizational policies.
• Verify invoice accuracy, proper coding, and required approvals prior to payment.
• Maintain vendor records, including W-9 forms and payment information.
• Prepare and process weekly check runs and electronic payments.
• Ensure compliance with internal controls and audit requirements related to accounts payable.

• Prepare and submit required reports to the Illinois State Board of Education (ISBE) related to the Nourish Program, including Child and Adult Care Food Program (CACFP) and Summer Food Service Program (SFSP) funding.
• Maintain accurate documentation and supporting records to ensure compliance with CACFP and SFSP program requirements.
• Track program-related financial data, reimbursements, and expenditures in coordination with Finance and program staff.
• Ensure timely submission of reports and respond to ISBE inquiries or requests for clarification.

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is frequently required to stand. The employee is occasionally required to sit; walk; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.
• The employee must regularly lift and/or move up to 25 pounds, frequently lift and/or move up to 50 pounds, and occasionally lift and/or move up to 100 pounds.
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust.
• The noise level in the work environment is usually moderate to loud.
• Sufficient strength, agility and mobility to perform essential functions of position and to supervise program activities.
• Position requires both indoor and outdoor activities, in various weather conditions.
• Remain alert with no lapses of consciousness.

• Education:
  
  Bachelor’s degree in finance, business or accounting from an accredited four‑year college or university, or equivalent experience.
• Experience:
  
  Minimum of two years experience as an administrative or payroll professional.
• Language
  
  Skills:
  
  Ability to professionally and effectively communicate with colleagues and staff.
• Mathematical
  
  Skills:
  
  Ability to calculate figures and amounts such as discounts, interest, proportions, and percentages.
• Reasoning Ability:
  Ability to define problems, collect data, establish facts, and draw valid conclusions.

Within 3 months of hire, completion of CPR, First Aid, AED for…