HR Manager (Payroll and Compliance)

Application Deadline: May 2, 2024, 11:59PM CT for full consideration

Instructions: Click the following link abortionfunds.bamboohr.com/jobs and upload your resume and cover letter. If you have any questions or trouble with the application process, send a message to jobs [at] abortionfunds.org

Estimated Date to Hire: July 22, 2024

Hiring Timeline: The hiring timeline listed here is our best estimate, and intended to assist applicants with planning throughout the process. If the timeline changes by more than a week, we will inform all applicants.

• April 11 - Job Posting Open
• May 2 - Job Posting Closes
• May 20 - Conduct Phone Screens
• June 3 - Conduct Virtual Interviews
• June 17 - Conduct Final Interviews
• June 24 - Selection, Reference Checks & Job Offer
• July 22 -  Day One!

Are you looking for us?

You are a highly skilled payroll and benefits compliance individual who understands the importance of accuracy, timeliness, and staying current with ever-changing payroll and benefits laws and regulations. You are analytical and methodical, and thrive when given a problem to solve. You understand that it is equally crucial to safeguard an organization as it is to support a colleague with weekly payroll related questions. Streamlined processes and compliance are your love language. You are excited to work toward abortion access in a behind-the-scenes role.

Organizational Overview:

The National Network of Abortion Funds (NNAF) builds power with members to remove financial and logistical barriers to abortion access by centering people who have abortions and organizing at the intersections of racial, economic and reproductive justice. Together with our members, we advocate for cultural and political change to ensure access for people who face the greatest obstacles to abortion access: people with lower income, people of color, young people, and transgender and gender nonconforming people. This is an exciting time for NNAF as we grow, nurture new funds emerging in underserved areas, deepen our support for funds working within the reproductive justice framework, and co-lead a bold national coalition campaign to increase abortion access by restoring Medicaid coverage for abortion. We are working to make access to abortion a reality for everyone, no matter their resources. We are building a movement, mentoring young leaders, and working toward a world in which everyone can shape their own futures and families.  We invite you to join us as the newest member of our dedicated and growing team at a time when we are explicitly focused on scaling our network and building the infrastructure of abortion funds to be fully staffed organizations with robust abortion funding budgets.

NNAF is comprised of a multi-racial, multi-religious, gender expansive staff of 70, located across the United States. We know how important it is to support our remote staff to maintain connection and cohesiveness as a team. To this end, we ensure weekly one-on-one supervision, face-to-face virtual staff meetings, quarterly in-person meetings, and more.

Title: HR Manager (Payroll and Compliance)

Supervised by: HR Director

Supervises: TBD

Status: The position is Full-time, exempt, salaried.

Union eligible position: No

Compensation: $82,933 - $87,080, commensurate with experience, with competitive benefits package

Location: Flexible (Remote) 

Benefits: Best in Class benefits package currently including 100% employer paid health insurance plus 50% for dependents/families, a 5% employer retirement match, 32-hour work weeks, 3 weeks vacation, 13 holidays, generous sick time, and a commitment to professional development.

Position Description

The HR Manager (Payroll & Compliance) is responsible for overseeing NNAF’s payroll process, and benefits compliance and reporting procedures. As a payroll and compliance specialist, the HR Manager (Payroll & Compliance) will ensure streamlined and timely payroll processing, maintain compliance with payroll and benefits-related laws and regulations, and oversee benefits compliance and reporting. They will  ensure that staff support is rooted in people-centered care while providing smooth and efficient service that meets the expectations and needs of a remote staff. The HR Manager (Payroll & Compliance) uses values-driven practices to support a diverse group of mission-driven staff.

Essential Job Functions

Payroll Administration (approximately 45% of the position)

• Oversee payroll procedures and ensure smooth process and compliance as related to wage and hour laws.
• Maintain knowledge of changes in payroll tax and deduction laws that apply to the payroll process.
• Review timesheets to detect and reconcile payroll discrepancies and resolve payroll-related issues and/or questions for all staff.
• Process bi-weekly payroll, ensuring accurate payments and deductions for all employees, including handing all payroll change forms. 
• Compute wages related to final PTO payment, extra compensation, and bonuses, when needed. Issue and record adjustments to pay related to previous errors, retroactive increases, or garnishments.
• Audit and maintain accurate employee information in payroll records.
• Provide information to employees on payroll matters, tax issues, benefit plans, and collective agreement provisions.
• Research and recommend transition to a new payroll provider, if necessary. 
• Assist with year-end payroll processing, including W-2 preparation and distribution.
• Collaborate with the Finance Department to ensure accurate recording of payroll transactions in the general ledger.
• May assist with benefits and open enrollment process.
• Perform other HR and payroll related tasks as needed.

Compliance & Reporting (approximately 35% of the position)

• Apply knowledge of federal, state, and local employment laws and regulations related to filing and compliance requirements for employee benefits plans. This includes NNAF’s retirement plan, COBRA, ACA, Worker’s Compensation, FMLA, Long-term Disability, Unemployment, Health Savings Account, and Health Reimbursement Account.
• Review impact of employee benefits tax considerations, particularly related to NNAF’s employee benefits plans, and ensure employees understand any tax implications.
• Administer NNAF’s retirement plan and work closely with the plan’s third party administrators, meeting all compliance requirements related to ERISA.
• Complete necessary compliance and year-end reporting, including preparing employee census data.
• Review federal and state required annual and quarterly reporting as well as corrections when and where needed.
• Work with external vendors in compliance-related matters, including but not limited to 5500 and ACA filings.
• Oversee workers' compensation program and audit.
• Complete annual review of all pertinent compliance programs.
• Resolve retirement benefits matters in a timely manner and ensure all employees feel supported.
• Keep government notifications board current. 

Management (approximately 10% of the position)

• Department Leadership: Collaborate with and support the HR Director in effectively implementing department work plans.  
• Supervise assigned staff: Write position descriptions and hire assigned staff.  Conduct supervision and evaluations and foster a relationship of mutual feedback. Provide ongoing mentoring to facilitate strategic growth for assigned staff and monitor individual work plans. Conduct necessary performance improvement plans, terminations, and other personnel actions in accordance with personnel policies.

Other (approximately 10% of the position)

• Actively participate in required convenings, summits, retreats, and staff meetings, and participate in required virtual staff communications.
• Protect the organization by keeping information confidential.
• Update professional knowledge by participating in educational opportunities approved by NNAF, maintaining networks, and participating in professional organizations as relevant to your role.
• Perform duties required of all staff to support smooth internal operations such as submitting timely expense reports, reimbursement requests, and timesheets. 
• Perform other duties as assigned by supervisor.

Travel Expectations

Ability to travel as job requires, approximately six times minimum per year. Travel will primarily be overnight, for approximately 2-5 days, and national. Regardless of where employee lives, and barring travel delays outside of an individual’s control, employee must be able to arrive at destination on-time.

Benchmarks 

• Oversee and direct payroll procedures, process bi-weekly payroll, and ensure that payroll processes and payroll records, employee data, and employee contributions are accurate and up-to-date 100% of the time. 
• Ensure NNAF remains compliant with federal, state, and local benefits regulations and that federal, state, and local employment laws and regulations are accurately applied.
• Complete all required compliance reports and filings for employee benefits plans. This includes NNAF’s retirement plan, COBRA, ACA, Worker’s Compensation, Long-term Disability, Unemployment, and Health Savings Account.
• Submit all baseline work accurately and on time every cycle.  Baseline work includes Certify (monthly) or submitting reimbursements within 90 days of expenses, workplanning in Trello (keeping your own annual and quarterly workplan updated and participating in maintaining your department's), Slack and email communication (daily), timesheets in ADP (bi-weekly), participating in all staff meetings (monthly) and department meetings, and consistently working core hours.

Qualifications 

Job experience requirements

• Five or more years relevant experience with an emphasis on payroll, compliance, and reporting. 
• Five or more years project management experience; ability to manage some projects independently while communicating as appropriate with the team.
• Three or more years of experience with benefits compliance and federal, state, and local filing and reporting, as well as experience with payroll processing and wage and hour laws .
• Two or more years of experience working in benefits administration.
• One or more years of supervisory experience.

Specific skill sets 

• Proven experience as a payroll and compliance manager or similar role for a staff of 100+.
• Knowledge of payroll procedures and federal, state, and local regulations related to payroll and benefits compliance.
• Excellent understanding of multi-state payroll entities and associated taxes.
• Experience with filing and compliance requirements affecting employee benefits plans such as ERISA, COBRA, FMLA, ACA, HSA, HRA, Worker’s Compensation, Unemployment, etc.
• Advanced experience with Microsoft Excel and Google Sheets including use of pivot tables and vlookup. Comfort with cloud technology, databases, and virtual office tools including: Zoom, Gmail, Google Drive, Slack, Trello, SurveyGizmo, Tresorit, and BambooHR.
• Strong problem-solving and analytic skills with ability to multitask, prioritize, and delegate where needed.
• Ability to use discretion when handling confidential information.
• Strong verbal and written communication and a keen attention to detail and high levels of professional effectiveness, collaboration, integrity, optimism.
• Solid relationship management and development skills with the ability to relate to and empathize with others in a multidisciplinary, diverse, and dynamic work environment.
• Flexible and adaptive work style with the ability to thrive in a growing, entrepreneurial, mission-driven environment.
• Strong reading comprehension skills and willingness to absorb a considerable amount of reading materials.

Preferred skill sets

• Experience with ADP suite of payroll processors as well as BambooHR. 
• Certified Payroll Professional or other certificate associated with payroll processing. 

Qualities

• Committed to abortion access and full reproductive health care for all.
• Committed to an intersectional framework that includes, but is not limited to gender, economic, and racial justice.
• Ability to enjoy collaboration and be a part of a dynamic, highly productive and integrated team; maintain flexibility and effectively manage ambiguity in a responsive work environment.
• Self-motivated, resourceful, creative, and able to work without significant day-to-day supervision.
• Open to giving and receiving feedback and committed to practicing this regularly.
• Belief in bucking the trend through progressive policies to create a new vision for our future.
• Appreciation of working with diverse staff and board in an organization committed to racial justice.

Work Environment

The physical demands and work environment described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with different abilities to perform the essential functions. 

• Depending on location, a combination of in-office and virtual office at this time. Must be able to participate in online virtual communications including email, video conferencing, and other online tools used to facilitate virtual office culture and work sharing. 
• This position is full time, with employee’s regular full time schedule to be approved by supervisor. Regular hours must include attendance during core business hours from 12:00pm – 5:00pm Eastern Time, Monday through Thursday. Occasional work on evenings and weekends as needed.
• Must be able to conduct business in English; however, fluency in languages other than English is a plus. 
• Smoke- and drug free environment. 
• Some work at off-site locations may be required; NNAF aims for accessibility in any off-site location that we have control of, but some of them may not be fully accessible.
• This role routinely uses standard office equipment such as computers, phones, and scanners. Employee is regularly required to communicate effectively via computer, via phone, and in person.
• This role requires frequent sitting.

NNAF is an equal opportunity employer and does not discriminate against any individual based on any non-merit factor, and is committed to an equitable workplace where everyone is treated as a respected and valued member of the team. In fact, NNAF actively seeks to build and maintain a diverse staff with regard to race, culture, ethnicity, class, religion, physical ability, age, gender, and sexual orientation. As an organization working in solidarity with the reproductive justice movement, NNAF is committed to fostering the leadership and elevating the voices of women, young people, people of color, Indigenous people, immigrant and refugees, low-income people, LGBTQ+, gender non-conforming, and non-binary people, people who have had abortions, people with disabilities, young parents, people who were formerly incarcerated, people who have received funding for abortions, and people living in the many intersections of these experiences. We encourage people from these communities to apply.

Best in Class benefits package currently including 100% employer paid health insurance plus 50% for dependents/families, a 5% employer retirement match, 32-hour work weeks, 3 weeks vacation, 13 holidays, generous sick time, and a commitment to professional development.