Workforce Administrator

ArtsPool is an organization that is passionate about providing affordable financial management, workforce administration, and compliance support to nonprofit arts organizations. Our mission is to provide excellence in these support areas so that arts organizations can focus on what they do best -- create! We are looking for a skilled Workforce Administration professional to join our Workforce Administration Team to support a growing client list of nonprofit organizations.

Workforce Administrator Responsibilities

The Workforce Administration Team provides general workforce management support to the nonprofit organizations who are members of the ArtsPool cooperative.

The Workforce Administration Team acts as a critical hub for client employment data and collaborates with our Financial Maintenance and Financial Operations Teams to empower our clients to make sound and informed labor decisions for their organizations.

As a Workforce Administrator, you will hold 5-7 client (“member”) relationships in which you will collaborate with staff from the member organizations and others on the ArtsPool team to facilitate payroll processes, labor compliance, and ongoing workforce administration support. You will contribute as an integral part of our members’ workforce administration capacity by providing the following services:

• Facilitate/support time tracking, process payroll, and maintain payroll systems and employee records.
• Facilitate the employee onboarding and offboarding process, including offer and voluntary termination letters, worker documentation (Forms W-4 and I-9), benefits coordination, and employment status tracking.
• Store quarterly payroll tax reports and coordinate with the Workforce Administration Service Team Lead on payroll tax issues.
• Assist in preparation of annual tax materials for employees (Form W-2).
• In conjunction with the Financial Maintenance Team, support annual compensation review and member approval.
• Provide payroll reports and related data for annual audits, tax returns, and insurance claim forms, as requested by other ArtsPool teams, by auditors, insurance carriers (e.g. Unemployment, Disability, Paid Family Leave, and Workers' Compensation coverages), and occasionally the Department of Labor.
• Train member staff on the payroll process and payroll system (timesheet submission/approval, time-off request/approval, pay run reports/approval) at new member onboarding and/or at staff transition.
• Engage in ongoing education of member staff in ArtsPool’s workforce practices.
• Support member staff with required benefit reports and forms (e.g. 401k/403b, IRS 5500, Cafeteria Plan, Commuter Benefits, HSA/FSA, COBRA).
• Provide consistent practices and support -- including escalation to legal review as required -- for questions that arise relating to workforce compliance, including classification of employees, payroll tax filings, error prevention and correction.
• Provide payroll and benefits-related comments on Employee Handbooks, and assist in facilitating legal review and board approval of the Handbook.
• Undertake research as needed, contacting government agencies, benefits vendors, etc. on details impacting payroll.
• File employee records (e.g. onboarding and offboarding paperwork, sexual harassment prevention training certificates, performance review documentation) in payroll portal.

Our ideal candidate

• Significant experience with workforce administration required (any combination of experience in: payroll processing, workers’ compensation/disability audits, employee/contractor classification, etc.)
• Primary experience with payroll processing and comfort with reading and maintaining spreadsheets preferred.
• Demonstrated ability to work independently in complex, fast-paced environments required.
• Ability to prioritize and meet deadlines for multiple clients required.
• Demonstrated history as a self-motivated creative problem solver who is willing to work within a team to develop and assist in implementing system improvements to be utilized by all team members.
• Facility with web-based systems and software - Experience with BeyondPay Payroll, Xero Accounting, and Google Workspace (Google Sheets, Gmail, Google Drive) is a plus.
• Previous experience with nonprofits and/or arts organizations is a plus, but not required.
• People Operations (or Human Resources) experience or degree is a plus.

We understand that you may not meet all aspects of this description. We welcome applicants with varied backgrounds and different skills. If you believe you can excel in this role, we encourage you to apply!

Shared accountabilities

ArtsPool is committed to sharing a set of responsibilities among all team members to ensure excellence in running our operations and alignment with our values.

• Support ArtsPool’s values with respect to diversity, equity, and inclusion, and commit to contributing to an environment that treats everyone with dignity and respect.
• Provide support/guidance to other members of the ArtsPool team and ask for support when needed.
• Act as a back-up for other ArtsPool staffers as needed when they take time off, and prepare your work for other staffers to back you up when you take time off.
• Contribute to the organizational decision-making process and improvement of ArtsPool systems, services and processes.
• Adhere to ArtsPool’s work processes and procedures including systems use, style guides, communications guide, document organization and retention, security policies, and other operational and corporate policies and procedures.