Payroll Administrator jobs in Montana

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities required of the employee. Employees are expected to be responsible for and assist with additional tasks and duties as needed. Job descriptions may change to meet the business needs of the organization.

Job Purpose: Primary administrator for key payroll and human resources functions with essential responsibilities in process management, record keeping, and reporting. Administrator of ADP – the database for payroll and human resources. Payroll processor, benefits administrator, recruitment coordinator, performance management administrator, mail processing administrator, and Bozeman office administrator.

PRIMARY JOB DUTIES:

Accounting Administration 30%

• Administration of American Prairie’s accounting email to review, respond to, and file items as needed.

• Process administrator and primary process manager for Wrike accounting related activities, including the development and maintenance of process documentation.

• Maintain the payroll database and respond to staff inquiries.

• Administer the payroll process, including processing monthly payroll cycles, funding both benefit savings and retirement accounts, and maintaining accurate records for audit purposes.

• Administer quarterly and year-end tax filings, including distribution of W2 information to employees.

• Completion of reporting and audits such as Quarterly Unemployment Insurance reporting and Montana State Fund annual report and audit.

• Completion and tracking of annual Charitable Registration renewals and documentation.

Human Resource Administration 45%

• Administration of American Prairie’s Human Resources and Jobs email to review, respond to, and file items as needed.

• Process administrator and primary process manager for Wrike HR related activities, including the development and maintenance of process documentation

•  Respond to general HR staff inquiries.

• Assist in the recruitment process by creating requisitions and posting open positions through the ATS and other appropriate job boards, monitor and respond to applicants, schedule interviews, and update applicant's status. 

• Assist in the hiring process by initiating background checks and coordinating the onboarding process for employees. 

• Assist with processing background checks for volunteers as needed and initiate and track onboarding tasks.  

• Assist in administering the performance management system including annual 360 reviews, quarterly performance reviews, and maintaining the Quarterly Calendar.

• Assist with Vision and Strategy planning and preparation. 

• Administer the benefits process, including new and open enrollment and qualifying changes; providing information and responding to inquiries; acting as liaison to agents and carriers; and review and submission of benefit related invoices. 

• Respond to unemployment claims and verifications of employment, 

• Maintain HRIS and other electronic employee files ensuring accuracy, compliance, and confidentiality.

• Coordinate employee offboarding. 

• Maintain American Prairie’s org chart and other resource documents as needed. 

Process and Bozeman Office Administration 25%

• Assist staff with general organization and administration related duties, such as with scanner/copier/printer and postage machine related issues.

• Administrator incoming and outgoing mailing systems and processes including oversight of mailing supplies and equipment and mail and package retrieval, processing, preparation and shipping, processing incoming mail (opening, stamping, check log)

• Act as the liaison to the Bozeman office landlords, service providers, and vendors.

• Manage the Bozeman office space and office event coordination and act as primary organizer of Bozeman supplies including ordering and stocking.

• Implement and administer safety and wellness needs in the Bozeman office, maintenance of first aid supplies, office safety checks.

• Perform notarial duties for the organization as needed.

QUALIFICATIONS:

• Enthusiasm for and positive representation of American Prairie’s mission, goals and culture.

• Able to juggle multiple projects with superb accuracy and strong attention to detail.

• Ability to prioritize and regularly provide status updates and communicate challenges to supervisors. 

• Possess a superior level of organizational skills.

• Savvy process management skills.

• Demonstrates good judgment, problem solving, adaptability, and strong follow through.

• Proactive and motivated work ethic with strong initiative.

• Communicate effectively in writing as appropriate for the needs of the audience including efficient and accurate note taking skills.

• Exceptional interpersonal and communication skills; versatility to interact professionally with staff at all levels of the organization, board members, volunteers, vendors and donors in a positive and professional manner.

• Highly proficient with Microsoft Office Suite and Apple products and skilled in troubleshooting technology issues. 

• Demonstrated competence using spreadsheets, word processing, and e-mail software. 

• Ability to work in a confidential environment with a high degree of discretion and proper management of sensitive information. 

• Ability to complete out of office errands.

• Ability to travel to special events, site visits, and off-sites as needed.

Preferred

• 2 years of payroll experience. Experience in payroll/HR database management required

• Demonstrated competence in benefit administration, from working with carriers to open enrollment