• Senior Associate, Payroll Services

    Location US-DC-Washington
    Posted Date 2 weeks ago(2 weeks ago)
    Job ID
    The Pew Charitable Trusts
  • Overview

    The Pew Charitable Trusts is driven by the power of knowledge to solve today’s most challenging problems. Pew applies a rigorous, analytical approach to improve public policy, inform the public and invigorate civic life.


    We are an independent nonprofit organization – the sole beneficiary of seven individual trusts established between 1948 and 1979 by two sons and two daughters of Sun Oil Company founder Joseph N. Pew and his wife, Mary Anderson Pew.


    Our work lays the foundation for effective policy solutions by informing and engaging citizens, linking diverse interests to pursue common cause and insisting on tangible results. Our projects encourage efficient, responsive governments – at the local, state, national and international levels – serving the best interests of the people. We partner with a diverse range of donors, public and private organizations and concerned citizens who share our interest in fact-based solutions and goal-driven investments to improve society.


    With offices in Philadelphia, Washington DC, Australia, Brussels and London, and with additional staff in other regions of the United States and around the globe, Pew provides an exciting learning environment and the opportunity to work with highly talented individuals. We are a dynamic, rapidly evolving organization that values creativity and innovative thinking and fosters strong teamwork with mutual respect.


    Position Overview
    The Senior Associate, Payroll (Tax Specialist) is a member of the Finance department and is responsible for processing and maintaining payroll, payroll tax records and pension plan transactions for approximately 100 domestic staff in the two primary office locations of Philadelphia, PA and Washington, DC as well as the staff in other remote office locations across the United States as well as international staff in nine countries.  The individual is also responsible for the semi-monthly payroll transmission and for reviewing and inputting data as necessary.  The Senior Associate, Payroll will report to the Manager, Payroll who in turn reports to the Senior Manager, Disbursements. 



    Payroll Processing
    • Work independently within the payroll department to ensure that payroll and related taxes are processed and transmitted completely and accurately.
    • Act as the primary liaison with ADP tax service on all payroll tax withholdings for the multiple states in which PCT and PRC staff are located.
    • Ensure all taxes payments due to appropriate tax agents are calculated and the payments are paid in accordance with the state requirements. Responsible for payment of payroll deductions and coordinating with tax preparation agency to ensure timely and accurate preparation/payment for all federal, state and local tax returns.  
    • Input tax withholding codes and withholding amounts into Workday for employees, verify taxability codes on all deductions and help to ensure all pay codes are correct each pay period. Ensure semi-monthly payroll tax calculations are accurate and any issues or concerns are communicated to the Payroll Manager. Approve direct deposit information for all employees as well as assist with preparation of semi-monthly payroll transmission.
    • Input and maintain quarterly records for the local tax refund for non-resident Philadelphia employees by processing their refunds and adjusting year-to-date wages as appropriate in Workday. Prepare and process semi-annual calculations of personal use of Trusts resources.
    • Maintain Philadelphia wage tax information for the Pew board in the Workday. 
    • Reconcile quarterly tax summary reports and compare them to the general ledger for ADP tax filings.
    • Perform audits on data entered and makes appropriate adjustments. Verify accuracy of changes based on paperwork received and resolves discrepancies. 
    • Assist with all day-to-day payroll functions including receiving, coding, verifying data entry and data retention of all payroll transactions impacting the W-2.
    • Ensure the complete and accurate calculation and distribution of the W2s.
    • Ensure each semi-monthly payroll is accurate and any issues or concerns are communicated to the Payroll Manager.
    • Assist with processing, calculating, and posting a variety of payroll processes: wage garnishments, benefits withholding, overtime hours, severance payments and worker's compensation claims.
    • Prepare GL for domestic payroll.
    • Reconcile 941 quarterly.
    • Ensure all payroll transactions are properly documented and approved.
    • Obtain the proper approvals to transmit information to the payroll processor, verify reports, and review for accuracy.
    • Develop and maintain annual payroll schedules and communicate the information to relevant staff.
    • Ensure that payroll related deductions are entered into the system properly.
    • Ensure that all voluntary benefits are processed accurately and reconciled regularly.  
    • Research payroll issues as necessary.  Resolve moderately complex issues, referring the most complex issues to more experienced staff, as necessary. 
    • Process international payroll for nine countries.
    • Prepare general entry for international payroll.
    • Assist payroll staff with day to day tasks as well as offer expertise as needed.  
    • Participate in seminars and other professional development activities to keep payroll expertise current and to ensure awareness of changes in payroll practices and regulations or laws. Maintain payroll policies and procedures manual and update the information regularly as practices or laws change. 
    • Generate standard and ad hoc reports for management review and analysis.
    • Serve as and be fully trained as the back-up to the Senior Associate, Payroll (Generalist)
    Internal Controls
    • Ensure that proper policies, procedures and internal controls are implemented by the Payroll Department. Revise policies and procedures as necessary. Implement any changes or additions to payroll procedures by ensuring the changes are properly communicated to appropriate staff (Payroll, Human Resources and/or all staff, if necessary).
    • Seek opportunities for efficiencies and improvements to policies and procedures when appropriate.
    • Assist the Manager, Payroll in ensuring the proper segregation of duties are in place within the payroll unit.
    • Keep up-to-date with changes in payroll, labor and benefits administration regulations and laws to ensure accurate processing and reporting. Participate in conferences, seminars and other professional development activities to keep expertise current.  
    401(k), Pension Plans and Other Accounting Related Benefits
    • Act as a key resource in the 401k and workers’ compensation audits along with any surveys.
    • Administer the financial components of employee 401(k) retirement and nonqualified plans. Maintain records and spreadsheets related to 401(k) and 457(b) amounts paid into the plan by employees and by PCT and PRC on behalf of staff. 
    • Transmit pension transactions to the pension plan administrator.
    • Work directly with benefits department on benefits reimbursements, relocations and reconciliation of the retirement plans.
    • Contribute to and participate in tasks and special projects for the Finance unit as assigned and participate in Pew-wide projects related to Finance and Accounting as necessary.
    • Proactively keep Manager, Payroll informed of status regarding day-to-day activities and issues as they arise.
    • Develop an effective working relationship with other staff at Pew and serve as a trusted advisor on a management level relating to payroll issues. 


    • Bachelor's degree and a minimum of four years of payroll experience is required. 
    • Three or more years of employment tax related work.  
    • Experience working with Workday is preferred.   
    • Proficiency with accounting-related or other budgeting software packages and Excel. Experience linking software systems to Excel is preferred, especially with vlookups and pivot tables.
    • Excellent clerical abilities and strong mathematical skills. High attention to detail. Monitors and double checks work and information for accuracy and quality.
    • Strong interpersonal and communication skills (both written and oral). Ability to engage in clear and ongoing communications with staff and key stakeholders, translate technical payroll issues into easily understood terms and manage expectations.
    • Good organizational and solid project management skills. Able to manage priorities, juggle multiple tasks, organize time and identify internal resources to assist with projects. Able to develop and move projects forward with minimal supervision. A task-oriented style, with focus on achievement and process.   
    • Demonstrated initiative. Able to anticipate needs and be proactive. Self-disciplined to meet deadlines and strong work ethic. Self-directed to take action and resolve issues. Strong sense of responsibility and ability to perform well while delivering superior customer service.
    • Ability to maintain professionalism in sensitive and challenging situations. Maintains a customer service demeanor at all times.
    • Comprehensive and in-depth understanding of payroll policies, processes, procedures and best practices. Knowledge of current trends and major concerns of the field and ability to adapt knowledge to Pew. 
    • Team player. Able to work in groups and individually to meet goals. Able to understand organizational structures and work through administrative systems.  
    As this is a full-time position, we offer a competitive salary and benefit program, including: comprehensive, affordable health care through medical, dental and vision coverage; financial security with life and disability insurance; opportunities to save using health savings and flexible spending accounts; retirement benefits to help prepare for the future; and work/life benefits to help you maintain a good balance.
    The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse and inclusive workplace. Pew considers qualified applicants for employment without regard to age, sex, ethnicity, religion, disability, marital status, sexual orientation or gender identity, military/veteran status, or any other basis prohibited by applicable law.


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