The International Foundation for Electoral Systems
Location: Arlington, Virginia
Division: Payroll
Status: VA-Based Full Time
Position Number: 21:401
About the International Foundation for Election Systems (IFES): Together we build democracies that deliver for all. Our independent expertise strengthens electoral institutions/systems and builds local capacity to deliver sustainable solutions. A global leader in democracy promotion, we advance good governance and democratic rights by providing technical assistance; empowering the underrepresented to participate in the political process; and applying field-based research to improve the electoral cycle. We believe that trusted electoral institutions deliver credible elections, effective governing institutions are accountable to the people they serve, all people safely participate in civic and political life on an equal basis and technology, information and data positively serve elections and democracy. Since 1987, IFES has worked in over 145 countries – from developing to mature democracies.
Primary Function/Purpose
The Senior Payroll Officer is responsible for ensuring the timely and accurate processing of all Payroll for IFES staff. In coordination with other Accounting unit staff, the Senior Payroll Officer will assist in strengthening HQ Payroll processes to support all IFES’ programmatic areas at both its HQ and global field offices. The position will also assist the Director of Accounting in the assessment, design, and implementation of business process improvements that will lead to greater efficiency and value of IFES’ Payroll operations.
Job Responsibilities
MAJOR DUTIES AND RESPONSIBILITIES :
- Serves as point person for IFES staff on all timesheet and payroll inquiries and related customer service support requests.
- Oversees the payroll processing functions for all employees (system set-up, timesheet collection, time entry, labor reclassifying entries, 401k deductions and loans, advance/other deductions, employee tax withholding, garnishments, salary increases, retroactive pay adjustments, bonuses, direct deposit, etc.).
- Audits and verifies the accuracy of all bi-weekly payroll information.
- Oversees the processing of monthly ACHs and wire transfers and all associated transactions for employees with non-US bank accounts.
- Processes and reconciles annual W-2s working in close collaboration with our tax service provider.
- Processes and reconcile 401k contributions.
- Processes and reconciles monthly Smart benefits transportation and parking requests.
- Works with auditors to provide support and information for annual and other project related audits.
- Manages, processes and troubleshoots all matters pertaining to the IFES timekeeping system.
- Researches and responds to customer requests, payroll error corrections, and/or other issues in a timely and professional manner.
- Works closely and collaboratively with Human Resources to confirm/validate employee payroll information provided through action forms.
- Oversee the payroll aspect of annual 401k, project, and institutional audits.
- Ensure reconciliation and timely remittance of federal, state/local taxes for all payroll related taxes.
- Verify that all payroll related documentation is complete, recorded, and appropriately filed to maintain compliance with regulatory requirements and internal policies and procedures.
- Collaborates closely with the Director of Accounting and Human Resource staff on assessing Payroll processes for streamlining and other improvements. This includes support for the current migration to CostPoint Payroll.
- Works on improving the payroll processing timeline to ensure timely submission to banks and tax processing agencies.
- Provides orientation for new hires and trains junior payroll staff.
- Other duties as assigned.
POSITION SCOPE: Leads the US and TCN Payroll function of the organization. Coordinates work activities with internal and external partners. The position requires strong practical knowledge of payroll operations and leading practice solutions. A strong commitment to customer service and process improvement is also required.DECISION MAKING/PROBLEM SOLVING: Overall supervision of the payroll function. Identify multi-faceted problems affecting achievement of goals, requiring research into internal and external factors. Analyzes and interprets issues and proposes alternate solutions relying on knowledge of professional standards and principles. Consult with necessary stakeholders to identify emerging requirements and develop new and improved methods or procedures.
FISCAL RESPONSIBILITY:Responsible for recommending and implementing cost saving procedures within the payroll function. Performs regular tracking, analysis, and reporting of payroll data across the organization.
RELATIONSHIPS:Maintain collaborative working relationship with team members and other staff, both within the headquarters and field offices. Initiate contact with staff in other departments to exchange detailed, substantive information and coordinate activities necessary to achieve work goals. Collaborate with assigned internal and external partners to develop and deliver programs and services, and/or establish processes or protocols that support desired results. Requires highly developed interpersonal skills and customer service focus, involving active listening, creativity and problem solving, to assure desired outcomes.
SUPERVISION EXERCISED: None.
Position Requirements
Education: Bachelor’s degree in Accounting, Finance, or related discipline; or High School Diploma and 10 years of work-related experience.
Experience: Minimum of 5 years of progressive experience in the finance or accounting field with a Bachelor’s degree or 10 years’ experience in the finance or accounting field with a high school diploma. Experience with USAID and non-USG donor business development and government grants and contracts a plus. Experienced collaborator and contributor to successful proposal development efforts. Experience managing payroll operations.
Related Skills or Knowledge:Experience working in international development with an NGO and/or for-profit in the development sector, with the administration of USG and non-USG awards (both contract and assistance) working with the FAR/AIDAR, CFRs and relevant OMB circulars, donor regulations, etc. USAID, Dept. of State, and other international development donor experience highly preferred.
Proficiency with Microsoft Office and Excel required, Deltek Costpoint proficiency desired. Strong analytical, written and verbal communication skills, proven organizational skills and a capacity to handle multiple tasks under tight deadlines. Demonstrated management, team building, and customer service skills. Team player with excellent interpersonal skills. Experience in dealing with both Headquarters and Field offices.
LANGUAGE SKILLS: English required. Proficiency in a second language a plus.
TRAVEL:Limited
REPORTING: This position will report into IFES’s Director of Accounting.
Physical Requirements/Work Environment
Standard office work environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
WORK AUTHORIZATION: Candidate must be authorized to work in the United States of America.
What We Offer
- Medical, Dental, and Vision insurance
- Monthly Benefit Allowance paid directly to all employees
- Employer paid life and AD&D insurance at 3x base salary
- 401(k) retirement plan with 1:1 employer match up to 6%
- Employer paid Short and Long-Term Disability insurance
- Generous vacation (starting at 3 weeks and increasing with time of service), sick leave, and personal leave
- 11 Paid Holidays
- Paid Parental Leave
- Employee Assistance Program
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