Payroll Specialist

SUMMARY OF PRIMARY FUNCTION

The Payroll Specialist supports the mission of Tri-Valley Opportunity Council by ensuring accurate and timely processing of payroll and maintaining high‑quality financial and compliance records. This role manages all aspects of payroll administration through Dayforce, oversees employee timekeeping, ensures adherence to nonprofit funding and grant‑related payroll requirements, and provides exceptional service to staff across multiple programs. Helps recruit potential parents by providing information to them about the various program services and benefits offered to enrolled children and families.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Payroll Processing

1. Administer full‑cycle payroll using Dayforce, ensuring timely and accurate processing for all employees across various programs and funding streams.
2. Review and validate timecards, leave requests, benefit deductions, stipends, and other payroll inputs.
3. Audit Dayforce timekeeping data for accuracy, resolving errors before payroll submission.
4. Process payroll adjustments, off‑cycle payments, retroactive pay, garnishments, and terminations.
5. Issues, or reissues, physical or replacement checks or direct deposits due to payroll errors or final discharge.
6. Performs other duties as assigned.
7. Work with Program Managers to develop and maintain employee schedules within Dayforce

Compliance & Recordkeeping

1. Maintain payroll records in compliance with federal, state, and local regulations.
2. Prepares and maintains accurate records and reports of payroll transactions.
3. Ensure alignment with nonprofit funding rules, including allowable costs, cost allocations, and reporting requirements for grants such as CSBG, Head Start, or other community action programs.
4. Prepare payroll‑related reports for audits, grant monitoring visits, board reports, and regulatory filings.
5. Support annual processes including W‑2 distribution and benefits reconciliation.

Employee Support & Collaboration

1. Serve as the primary contact for employee payroll inquiries, providing friendly and timely assistance.
2. Partner with HR to enter new hires, changes in employee benefits, classifications or other various employee changes or adjustments into Dayforce.
3. Coordinate with the Fiscal Director on labor distributions, grant allocations, and general ledger postings.
4. Train staff and supervisors on Dayforce time entry, approvals, schedules and payroll procedures.

Process Improvement

1. Identify opportunities to enhance payroll workflow efficiency and accuracy.
2. Recommend improvements to Dayforce configuration, reporting, or payroll procedures.
3. Stay current on nonprofit wage, hour, and grant‑funding compliance standards.

Accounts Payable, Backup as needed

1. Ensures accuracy of payment vouchers entered.
2. Maintains vendor files in Abila system; ensures W-9 and Certificate of Insurance is on file for the Worker’s Compensation auditor and follows grant requirements for contract agreements.
3. Maintains accurate 1099 files, uploads to the IRS annually.

MINIMUM REQUIREMENTS

1. Bachelor’s degree or four years equivalent experience in accounting, bookkeeping or payroll administration.
2. Experience working in a position that processes and/or administers payroll.
3. Two years of experience working with Microsoft Word, Excel, Access, email and the internet.
4. Accurate 10-key by touch ability.

Tri-Valley is a non-profit community action agency. We believe in the value of all human beings. It is that belief that drives our efforts to identify needs, seek resources and provide opportunities for people to thrive.

Our work is committed to strengthening our communities so that its citizens have better places to live, work, worship and enjoy.

The mission of Tri-Valley Opportunity Council, Inc. is to provide opportunities to improve the quality of life for people and communities.