POSITION / TITLE: Payroll and Benefits Administrator

RESPONSIBLE TO: Chief Administrative Officer (CAO)

PROGRAM ADDRESS: 2230 Jerrold Ave., San Francisco CA 94124

MISSION: Meals on Wheels provides a network of services that allow seniors to live in their

homes with dignity and independence as long as possible.

ABOUT MOWSF: Meals on Wheels San Francisco works to help seniors live independently

with dignity, in their own homes, for as long as it is safely possible. With a state-of-the-art facility,

our kitchen production and delivery services team ensure safe and wholesome meals are produced

daily and packaged in accordance to the highest standards to maintain freshness and quality from

our kitchen to our client’s homes. With complementary nutrition and support services, Meals on

Wheels SF serves the whole person and strengthens the quality of life for thousands of clients

every year.

POSITION SUMMARY: Reporting to the Chief Administrative Officer, the Payroll and

Benefits Administrator is responsible for managing and administering all aspects of payroll and

employee benefits deductions and billing for MOWSF. This role includes ensuring accurate and

timely payroll processing, maintaining employee records, and administering a variety of benefit

programs, such as health insurance, retirement plans, and other employee perks. The ideal

candidate will possess strong organizational skills, a deep understanding of payroll and benefits

administration, and the ability to work collaboratively in a fast-paced, mission-driven environment.

DUTIES AND RESPONSIBILITIES:

Payroll Administration:

 Perform all activities necessary to process payroll and maintain accurate payroll records

and reports; ensure data integrity for all aspects of timekeeping and payroll; enter hours

and special pay calculations or deductions; process manual and final checks.

 Prepare and maintain all reports within payroll and HRIS system; process fiscal and yearend

reports and reconcile with W-2 information for accuracy. Document any discrepancies

in payroll processing to maintain a clear record of reconciliation and adjustments.

 Process garnishments, levies, and other court-ordered wage orders in a timely manner,

including reporting to the necessary State office or jurisdiction and assisting staff with

general process questions.

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 Assist staff with general questions related to payroll, time off accruals, wage deductions,

fringe benefits, and other pay-related issues. Research and resolve problems while

providing excellent customer service.

 Work with the payroll vendor (Paylocity) for technical issues with payroll and timereporting

systems.

 Perform filing and upkeep of employee payroll records.

 Maintain procedures manual for payroll processing and assist in the training of

Administrators and other staff on the payroll system in a “super-user” role to troubleshoot

general user questions or basic technical issues.

 Keep abreast of current payroll tax requirements and relevant laws associated with the

process of staff wage data including payroll taxes, employee federal and state income taxes,

social security taxes, taxation on international employees, and other required reporting

(SUI, workers compensation, deferred benefits, etc.)

 Prepare special reports as needed.

 Process termination requests and final checks.

 Ensure that 403(b) salary deductions are entered timely and that contributions are

uploaded to 403(b) vendor’s web portal immediately after each payroll run.

 Support and cross train with HR on related tasks.

 Provide support to Finance staff with regards to payroll related transactions.

 Conduct regular payroll reporting as required and assist with financial audits related to pay

records and associated general ledger.

 Balance and reconcile GL payroll accounts including cost center allocations and payrollrelated

accruals, including benefits.

 Understand and maintain payroll general ledger entries from payroll side.

 Manage 403(b) audit.

 Quarterly calculations and upload of Healthy SF contributions if needed.

 Assist with other non-payroll related tasks as needed.

Benefits Administration:

 Work closely with HR department on benefits enrollment through our EASE online

platform. Audit HR data entry into HRIS to ensure accurate deductions are entered and

maintained in payroll.

 Audit monthly invoices against employe changes as entered by HR. Reconciling invoices

in EASE and working with our insurance brokers, ensure accurate billing from month-tomonth.

Follow up with individual vendors and/or brokers on billing errors, ensuring

proper credits/debits as required.

 Track monthly invoices and submit to AP for processing in a timely manner. Set up

accounts for ACH and automatic payment as approved by Controller.

 Work closely with HR, insurance brokers and benefit providers to resolve issues and

ensure smooth service delivery.

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QUALIFICATIONS and PERSONAL CHARACTERISTICS:

 Demonstrate a deep and genuine connection to the MOWSF mission to ensure operational

success so no senior is hungry or alone.

 Demonstrated ability to appropriately handle confidential information and sensitive situations

in a trustworthy and reliable manner.

 A can-do attitude and commitment to providing excellent customer service to staff, business

partners, volunteers, and clients.

 Exceptional interpersonal skills and a proven ability to engage with staff at all levels in a

manner that engenders trust and confidence.

 Ability to work autonomously and use resources available to complete tasks timely.

 Extensive knowledge of Federal, State, and San Francisco employment/payroll laws.

 Excellent analytical, problem-solving, and organizational skills.

 Excellent communication skills, both written and verbal.

JOB REQUIREMENTS:

Bachelor’s degree in Human Resources, Accounting, Business Administration, or related field, or

equivalent in experience required; Minimum of 3 years of experience in payroll and benefits

administration, ideally in a non-profit or similarly sized organization; Strong knowledge of federal

and state payroll tax regulations, benefit programs, and compliance requirements; Experience with

payroll software (e.g. Paylocity, Paycom, ADP, Paychex, or similar systems) and benefits

management platforms; Experience with accounting software such as Sage Intacct preferred;

Knowledge and expertise with MS Office suite including Excel, PowerPoint, Word, and Outlook.

Knowledge of local San Francisco and California employment laws is preferred. Requires passing

a credit/criminal background check.

SALARY / HOURS/BENEFITS: Starting pay for this position is $81,000 - $93,000 annually

dependent on experience. This is a full-time salaried (exempt) position based on a 40-hour work

week. MOWSF provides company-paid health, dental, vision, life and long-term disability

insurance (100% paid for employee only coverage). Our 403b plan includes a 3% discretionary

contribution for all eligible employees. Vacation leave accruals start at 15 days (120 hours) and we

observe a total 10 holidays per year. For a full summary of employee benefits, please contact the

Human Resources department.

Job Type: Full-time

Pay: $81,000.00 - $93,000.00 per year

Benefits:

Dental insurance
Flexible spending account
Health insurance
Life insurance
Paid time off
Vision insurance

Schedule:

8 hour shift
Monday to Friday

Work Location: In person