Job Information
Seattle Art Museum Payroll & Benefits Administrator, Full Time in Seattle, Washington
We are accepting and reviewing applications on a rolling basis.
ROLE OVERVIEW: As the HR Payroll & Benefits Administrator, you will be responsible for fully managing bi-weekly payroll processing and administering employee benefits programs for all 360+ Seattle Art Museum employees. Your primary focus will be on accurately and efficiently processing payroll, ensuring compliance with relevant regulations, and administering employee benefits programs. This role sits within SAM’s 5-person HR Department, and works closely on a daily basis with the Finance Department, who validates payroll accuracy before approving for ADP to process. The Payroll & Benefits Administrator reports directly to the SAM HR Manager and collaborates with them to provide ad hoc payroll reports, employee reports, 403(b) reports, and ACA reports to SAM people managers and to the IRS. As needed, this role will flex to provide HR Generalist support to meet the team’s needs.
FSLA STATUS: Exempt
REPORTS TO: Human Resources Manager
COMPENSATION: $70,000 - $78,000
WORK SCHEDULE: This is a full-time position with a hybrid work schedule. This role requires three (3) days minimum in SAM’s downtown office and two (2) days that can be worked remotely. The typical work schedule is Monday through Friday, from 9:00am – 5:00pm PST.
BENEFITS: Full Time SAM Staff are eligible to enroll in medical (through Kaiser), dental (through Delta Dental of WA), vision (through Vision Service Pan), and basic life insurance/LTD/AD&D (through LifeMap), as well as a Flexible Spending Account (through Navia Benefit Solutions). FT Staff also have the option to elect Short Term Disability or Supplemental Dental Insurance (through Aflac). FT Staff can participate in SAM’s 403b retirement plan and begin receiving a guaranteed 3% employer contribution following 1 year & 1,000 hours worked. FT Staff have access to paid time off for vacation, sick leave, bereavement leave, and jury duty per accrual and pro-rated schedules. SAM observes 12 holidays each year and offers FT Staff 1 paid floating holiday of their choice. FT Staff can opt into a 50% subsidized unlimited Orca card. FT Staff also receive a Patron level membership to SAM, and a Tier III membership to the American Alliance of Museums, as well as access to an onsite fitness facility, SAM museum library, a no-cost Employee Assistance Program resource, a 20% discount at the SAM Museum Shop, a 10% discount at SAM’s MARKET cafe, and 8 Home Free Guarantee cab rides home per year.
KEY RESPONSIBILITIES:
Payroll Administration
Oversee and administer biweekly payroll for 360+ exempt and non-exempt employees, all located within Washington state.
Ensure accurate and timely filing of payroll-related reports to federal and state agencies.
Process Payroll action(s) by entering and maintaining employee data into ADP in collaboration with the HR Department Staff, auditing data, oversee or personally enter data and coordinating with relevant manager to resolve issues.
Create and complete various payroll reports.
Review and audit payroll for accuracy and compliance with SAM policies and regulatory requirements.
Review and ensure accurate computation of pay and interprets SAM policies and government regulations affecting payroll procedures.
Distribute checks and timecards.
Upload and download information from manual and/or electronic timecard system; verifies timecards are complete and in compliance with regulations.
Maintain tax and deduction tables. Maintain accruals; generates labor reports; edits and posts to general ledger. Coordinate with general ledger reporting. Maintain payroll tax files
Facilitate management and staff understanding of payroll procedures.
Interface with IT Support regarding problems and anomalies noted in ADP system.
Document and standardize payroll procedures to improve efficiency. Responsible for maintaining up to date procedures on critical tasks.
Accurately process and monitor garnishment administration and other mandatory payroll deduction processes and oversee all related requirements notifications.
In collaboration with HR department, monitor, document and audit all employment/HR and payroll related activities utilizing a control document linked to payroll processing to ensure accurate data input.
Alongside the HR Director & HR Manager, collaborate on the future of SAM’s payroll workflow, including considering process improvements, new automations, and potential outsourcing.
HR Administration
Track and maintain relevant time off records. Monitor vacation/sick time usage, and ensure accurate leave accruals on reports. Keep HR Manager informed as needed in the event of issues that require the use of leave policies (Workers Comp, bereavement, jury duty, FMLA, etc).
Create, manage, and maintain tracking tools for employee leave of absence (PFML, FMLA, bereavement, etc.).
Process unemployment claims and invoicing.
Ensure compliance with state and federal regulations and with collective bargaining agreements.
Work with an assigned project manager to oversee the effective and efficient implementation of any additional automated systems, such as ADP timekeeping.
Benefits Administration
Coordinate daily benefits processing, including enrollments, changes, and claims.
Administer employee insurance programs, like health, disability, and life insurance, as well the SAM 403(b) retirement plan.
Maintains related employee benefits files and records; prepares, distributes, and posts mandatory plan documents, notices, and forms.
Lead and manage benefits open enrollment each year. Note that SAM is on a July 1st – June 30th benefits plan cycle.
Maintain, compile, and transmit ACA reports to the IRS and SAM people managers on a quarterly basis.
WE’RE LOOKING FOR:
B.A./B.S. in Human Resource Management, Accounting, or a related discipline or the equivalent combination of education and experience.
3+ years’ work experience processing payroll required.
1+ years’ work experience administering benefits with multiple carriers required.
Experience leading Benefits Open Enrollment required.
PHR or SHRM-CP certification a plus.
Certified payroll professional (CPP) a plus.
Experience using an HRIS and payroll processing platform required. Experience with ADP HRIS, payroll processing, and timekeeping preferred.
High level of proficiency and accuracy using MS Office products, including Word, Excel, Access, Outlook, SharePoint, and other software programs.
Must be highly organized and able to prioritize multiple competing tasks, manage changing priorities and competing demands.
Ability to work accurately with a strong eye for details.
Numeric aptitude is critical.
Demonstrated excellent interpersonal, verbal and written communication skills. Experience presenting employment information to individuals and groups.
Ability to take initiative, adapt to changes in the work environment and frequent change or unexpected events; excellent time-management and follow up skills.
Demonstrated use of sound judgment on sensitive issues, along with excellent problem-solving skills.
Ability to maintain extremely high standards of confidentiality.
Ability to work professionally and tactfully and support management decisions in a positive, professional manner.
WORKING CONDITIONS:
Exposure: Work areas are inside, in a climate-controlled environment with light background noise.
PHYSICAL ACTIVITIES REQUIRED PERFORMING ESSENTIAL FUNCTIONS:
Sitting/Standing/Walking: Approximately 80% of time is spent working at a desk. Balance of time (approximately 20%) is spent moving around work areas.
Communication: Clear and effective verbal and written communication in English with trustees, the public, and co-workers is necessary.
Vision: Ability to effectively use a computer screen and interpret printed materials, memos and other appropriate paperwork.
Lifting/Carrying/Pushing/Pulling: Ability to transport files and office supplies.
Stooping/Kneeling: Ability to access files/stock supplies in low cabinets and shelves.
Reaching/Handling: Ability to input information into computer systems and retrieve and work with appropriate paperwork, equipment and supplies.
Office Work: Ability to effectively and regularly operate a computer, keyboard, telephone, and other office productivity machinery, such as copy machines and printers, and ability to inspect, prepare and use paperwork, files, equipment, and supplies is necessary.
Celebrating difference. At Seattle Art Museum, our members, visitors, and local community come from all walks of life, and so do our employees, volunteers, and interns. The plurality of our identities and experiences strengthens our mission: connecting art to life. Our mission and vision call us to be responsive to a multitude of cultural contexts and lived experiences, and as such, our Strategic Plan directly addresses the role art plays in empowering and elevating social justice movements, and promoting structural change to further equity in our society. SAM is particularly dedicated to racial equity in the workplace, because we know that people of color are the most impacted when it comes to both historical and present inequities. We know that equity is not a single fixed destination, it’s ongoing reckoning. As SAM continually strives to be a more inclusive and equitable workplace, we are particularly interested in engaging with those who have been historically underrepresented in the museum field. We are dedicated to building a diverse workplace, and a sense of belonging for each and every employee, because we know our organization is at its best when we celebrate difference.
SAM is an equal opportunity employer. We are an equal opportunity employer, and consider qualified applicants for employment without regard to race, color, creed, religion, national origin, age, sex (including pregnancy, childbirth, or related medical conditions), marital status, ancestry, sensory, physical, or mental disability, genetic information, military or veteran status, gender identity or expression, sexual orientation, citizenship or immigration status, or other applicable legally protected characteristic. SAM is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures, and will consider candidates for employment who may need a reasonable accommodation to perform the essential duties of the job. Please contact the Human Resources Department at HR@seattleartmuseum.org for additional information, or to request reasonable accommodations for the application or interview process.
We encourage you to apply. We are dedicated to building a diverse workplace, and a sense of belonging for each and every employee, because we know our organization is at its best when we include, celebrate and embrace difference. We encourage you to submit an application, even if your experience doesn’t feel like a 100% match with the position. We know applying for a job can be intimidating, and research tells us that womxn and folks of color are less likely to apply if they don't see themselves meeting or exceeding every single qualification listed. We encourage you to apply, even if you feel unsure about whether you meet every requirement in this job post. You could very well be a great fit for this role or others.
Criminal background check. Employment at SAM is contingent upon successful clearing of both a federal and state criminal background check.
Want to learn more? If you haven't already, check out our Careers page for more on working at SAM.
Though we'd love to be able to reply to every question that crosses our desk, due to the high volume of applications we receive, our HR team is unfortunately unable to offer a response to inquiries requesting search status updates, inquiries about hiring timeline, or requests to be put in touch with directly with the Hiring Team. If your experiences and capabilities are well suited to an open role, our Recruiter or the Hiring Manager will reach out directly to schedule an interview. Thanks for your understanding!
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