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Purchasing and Payroll Administrator

Department: Administration
Reports To: Controller
Status: Regular, 40 hours per week, 12 months per year
         (Please Note: This position is comprised of 2 roles – approximately 20 hours/week Purchasing and 20 hours/week Payroll. We are open to the flexibility of splitting this full time position into two part-time positions.  Applicant may indicate a preference of between 20 and 40 hours a week.  Depending on the final split of the roles, your work might include additional accounting responsibilities. Please indicate your hours per week and role preferences on your application.)
FLSA: Non-Exempt
Location: Weller
Hiring Range: 19 ($21.06 to $23.40 per hour)
Closing Date: September 29th, 2017 or when filled
 
Scope
The Purchasing and Payroll Administrator is a half-time Payroll Administrator position and a half-time Purchasing Administrator position overseen by the Payroll Lead. 
 
For the Payroll Administrator role, with support from the Payroll Lead, the Purchasing and Payroll Administrator is responsible for administering and processing in-house payroll for 250+ employees in multiple locations.  Duties include but are not limited to collecting and processing employee timesheets, extensive records maintenance, and responding to high-volume of staff Q & A.
 
For the Purchasing Administrator role, the Purchasing and Payroll Administrator is responsible for processing supply orders for the entire agency and performing some general accounting duties. Duties include but are not limited to ordering supplies and technology/telecommunication equipment, building strong business relationships with vendors/service providers, ordering and assigning agency phone and data lines to staff, accurate tracking of agency phone and data line assignments and providing timely updates to appropriate persons within the department for various purposes. This position involves significant effective written and verbal communication with staff and vendors.
 

 (Please Note: This position is comprised of 2 roles – approximately 20 hours/week Purchasing and 20 hours/week Payroll. We are open to the flexibility of splitting this full time position into two part-time positions.  Applicant may indicate a preference of between 20 and 40 hours a week.  Depending on the final split of the roles, your work might include additional accounting responsibilities. Please indicate your hours per week and role preferences on your application.)


Responsibilities
Payroll
  • Process all aspects of payroll administration, including but not limited to the review and input of employee timesheets, processing semi-monthly payroll through MIP Payroll, and issuing payroll checks/vouchers to 250+ employees.
  • Work closely with Human Resources to ensure accuracy of data in the Human Resources database and MIP Payroll system.
  • Monitor and verify payroll deductions, including garnishments, 403(b) contributions, benefits, and other payroll information.
  • Maintain personnel information and cost coding in MIP Payroll and agency’s Human Resources database.
  • Train managers and staff on time reporting policies and procedures.
  • Assist with the annual audit preparation – prepare various schedules for audit purposes.
  • Perform general accounting functions such as Accounts Payable and general ledger entry activities as needed.
  • Perform other duties as assigned.
Purchasing
  • Order supplies, computer equipment, and other communication equipment for the entire agency in a timely and accurate manner. Seek for competitive bids and place orders based on quality, price and delivery that meet the needs of the requestor.
  • Reconcile purchase orders; promptly investigate and resolve discrepancies as they arise; review outstanding orders and initiate any necessary follow-up action; code expenses to appropriate cost center when received; prepare purchase order for invoices.
  • Maintain comprehensive and organized purchasing files, including all supporting documentation such as approvals, associated paperwork and packing slips.
  • Work closely with managers and staff to ensure purchasing and approval systems are consistently enforced.
  • Maintain and oversee distribution of inventory of cell phones and other communication equipment.
  • Build and maintain strong and positive business relationships with vendors/service providers.
  • Perform other duties as assigned.
Qualifications
Minimum Qualifications
  • AA in Accounting, Business, Business Administration or related field and 2 years of accounting experience. Equivalent combination of education and experience may be considered (with Department Director’s approval).
  • Knowledge of purchasing procedures for business required.
  • Proficient in Excel with demonstrated knowledge of Word and Access software programs.
  • Strong attention to detail and organization skills, with the ability to multitask in a fast-paced environment.
  • Excellent verbal and written communication.
  • Ability to handle sensitive and confidential information with discretion.
  • General knowledge of payroll policies and practices, processing procedures, and state and federal withholding laws.
  • Ability to work a flexible schedule that may include occasional evening and weekend work.
  • Demonstrated ability to work with and be sensitive to individuals from a wide range of cultural, economic, and ethnic backgrounds.
  • Willingness to comply with the established agency performance standards which may include: productivity/personal responsibility, client/customer service-orientation, embracing a team player orientation, and maintaining a professional demeanor.
  • Child Protective Services Training (within 2 weeks of employment).
  • Current First Aid Certification (within 30 days of employment).
  • Current CPR Certification (within 30 days of employment).
  • Must pass Neighborhood House Background Check Requirements.
Desired Qualifications
  • BA in Accounting, Business, Business Administration or a related field.
  • Non-profit experience preferred.
Benefits
Click here for more details about our benefits program.

Employment Practice
Neighborhood House is an Equal Opportunity Employer. Applications are considered without regard to race, age, sex, color, creed, religion, disability, national origin, marital status, mental or physical handicap, sexual orientation (heterosexuality, homosexuality, bisexuality) and expression of gender identity or any other classification protected by law. Neighborhood House encourages and gives hiring preference to current and former Head Start parents and children. We encourage people of color and residents of the communities we serve to apply.
 
Application Procedure
Submit agency application PDF along with resume and cover letter. For your convenience, we offer several ways for you to submit your completed application: 

In Person or Mail to:
8:00am – 5:00pm Monday-Friday

Neighborhood House
1225 S. Weller Street, Suite 510
Seattle, WA 98144
Attn: Human Resources

For more information
Inquiries may be directed to Human Resources at (206) 461-8430 or by e-mail to nhjobs@nhwa.org.