Locally Employed Payroll Project Lead (Hybrid)

Job Details

Department Overview
The Bureau of the Comptroller and Global Financial Services (CGFS), Global Compensation provides compensation services to U.S. Foreign Service employees, Department of State Civil Service employees and Locally Employed (LE) staff. We provide both American and LE Staff payroll services for U.S. Agencies Overseas and Annuity services for Foreign Service Retirees. We are in Charleston, South Carolina and Bangkok, Thailand where we manage one of the most complex compensation environments in the world, providing compensation services in 180 countries and 140 currencies. Our services include time and attendance, payroll, annuity payments, customer support, withholding, benefits, record keeping and reporting for our employees working domestically and overseas at our Embassies and Missions. The primary goal is to provide world-class compensation services to customers.
The U.S. Department of State (DoS), The Bureau of the Comptroller and Global Financial Services, Charleston, Resource Management (RM) Bureau of the Department of State (DoS) in Charleston, South Carolina has a requirement for a Team Lead to perform support and leadership in the Locally Employed Payroll Division. Locally Employed Staff Payroll (LE) provides compensation services to Locally Employed (LE) staff employed at U.S. Embassies and Missions around the world. LE Payroll support is in Charleston, South Carolina and Bangkok, Thailand where a highly complex compensation environment is managed by providing compensation services to LE Staff in 180 countries and 140 currencies. Our services include time and attendance, payroll, customer support, withholding, benefits, record keeping and reporting for our LE Staff employees working overseas at our Embassies and Missions. LE Payroll services employees through 180 separate local compensation plans representing labor and employment laws and regulations of the host countries where we operate and applicable U.S. and Department of State laws, regulations, and policy. LE’s primary goal is to provide world-class compensation services to our Locally Employed Staff customers.

Minimum Requirements

•  A four-year degree from an accredited college or university in financial management, business administration or a combination of courses and related experience is required and at least two years of relevant work experience is required
• Personnel shall possess superior multi-tasking, customer service, analytical, organizational, oral and written communication skills, as well as a strong attention to detail.
•  Requires experience with computer-based applications including word-processing, spreadsheets, and database management systems. MS Office Suite (Excel, PowerPoint, Outlook, and Word) experience at an intermediate level is required.
•  Experience leading high performance teams is required

Preferred Skills, but not Required:

• Project Management background (PMP preferred but not required)
• Advanced MS Office (Excel, power point & word)
• Leading teams in fast-paced, production driven work environments
• Our most Successful Employees in this Position Demonstrate:
• Ability to work use resources to find solutions
• Willingness to improve existing processes (creative solutioning)
• Training/Mentor/Coaching skills (help employees be the best version of themselves)
• Communication and relationship building skills
• Effective conflict management skills

Job Responsibilities

Team Lead Responsibilities:

• 25% of time is allocated to assist the APM in managing/supporting the contractor personnel in a division (The percentage of time will vary based on situations/scenarios that may arise within a department)
• Acts a liaison between the contractor employees and the clients (DoS Managers)
• Assists APM with performance coaching, mentoring and development of contractor employees
• Assists APM with new employee/hire orientations and scheduling (Preparation of the new hire binder, OJT Form requirements from the DoS Manager, badging appointment, building tour, introductions to division staff, coordinates with division Secretary for cubical set up, training schedule from the DoS Manager and identification of required systems access)
• Assists APM with travel and training document preparation
• Assists APM with interviewing and candidate selection
• Assists with ensuring contractors are compliant with established Haynes Contract and DoS policies and procedures
• Assists APM in reviewing time and attendance to ensure accurate billing (monitor sign in/out logs and time and attendance database for discrepancies)
• Assists APM in monitoring contractor scheduling and leave requests in the office to ensure appropriate staffing/coverage. During T&A weeks and Holidays the Contractor Team Lead will work closely with DoS Management to ensure appropriate coverage
• Required to meet with each contractor employee for a quarterly one-on-one to go over performance and address and issues/concerns/questions [documents meetings]
• Assists APM with review and approval of contractor leave requests and deviations from the normal work schedule. Assists APM with managing the contractor employees work schedule and ensure appropriate coverage within the department – will notify the client of any schedule changes
• Works with the client to review requests for overtime against workload requirements. Collects overtime forms from all contractor staff and provides to DoS Manager and GTM for approval signatures
• Required to attend a monthly Team Lead Meeting and ad hoc meetings as necessary to address contractor related issues/concerns/recognition
• Provide training either formally or informally on all subjects involving the financial management as it relates to assigned work responsibilities

Payroll Responsibilities:

• Supports and promotes the CGFS quality policy and establishes, maintains and updates required QMS records for all assigned posts (e.g., country specifics).
• Demonstrates a comprehension of all applicable metrics and their performance measures and status.
• Participates in the development of Work Instructions, forms, and reference documents within the LE Quality Management System.
• Supports the timely closure and implementation of all Corrective Action Reports (CARs) and Preventive Action Reports (PARs) in their respective office area
• Proactive in continuously monitoring, developing, documenting, and implementing continuous improvements
• Ensure that major nonconformities do not exist within the employee’s area of responsibility
• Researches, verifies, and properly executes cancellation and/or supplemental payroll payments and maintains logs and records
• Comprehends assigned Local Compensation Plans (LCPs) and researches internal and external inquiries related to interpretation and/or processing (updates and mass processing)
• Performs all necessary audits for assigned posts to include new hires and separation payments
• Works closely with banking and accounting to ensure transactions are posted properly and within required guidelines
• Effectively responds to customer inquiries as they relate to financial management
• Researches and validates payments, accounting, and banking issues
• Reviews/analyzes daily processes to uncover systematic and procedural deficiencies and proactively recommends system enhancements on a continuous basis
• Updates accounting data as directed by authorized personnel
• Resolve any discrepancies as they relate to customers or payroll processing and elevate any problem immediately
• All pay issues must be logged into the level II database and resolved appropriately within outlined policies and procedures
• Review system process, suggest enhancement procedures to management, and prepare Change Control Requests (CCR) for system updates and enhancements.
• Manage office projects as required to include W-2 distribution, fiscal year end activities and/or any other assigned duties
• Processes manual updates for system processing to Local Social Security System (LSSS), Allowances, etc... In accordance with the countries Local Compensation Plan (LCP) and Human Resource Overseas Employment (HROE) authorization.
• Maintain and update configuration documentation (configuration docs references the programming aspects of GFACS per country).
• Completes mass upload(s) of files from Post containing 15+ employees. Files may contain payments for awards, medical reimbursement, salary advance etc.
• Converts Salary plans to Merit Base Compensation w/ updated countries Local Compensation Plan (LCP) and Human Resource Overseas Employment (HROE) authorization.
• Implements Salary Increase w/ updated countries Local Compensation Plan (LCP) and Human Resource Overseas Employment (HROE) authorization.
• Updates Leave plan in accordance with the countries Local Compensation Plan (LCP)

Security Clearance Requirement
All contractors supporting this Department must be able to either possess or obtain a security clearance of “Secret”. Important note to consider: A Secret Clearance will open a lot of other doors for your career in the Government to include possibilities of being hired directly.

Work Schedule
The employee will work an 8-hour shift between the hours of 6:15 am to 6:00 pm with a non-compensated 45-minute lunch (See your Project Manager for work schedule and department policies). Additional hours may be required and must be authorized by your Project Manager and DoS Management. This is a hybrid position with 3 days teleworking and 2 days on-site.

Software Systems Utilized
GFACS (Global Foreign Affairs Compensation System), Microsoft Office, LE Payroll System and CGFS Document Imaging System (DIS) & Cable Xpress

Haynes Benefits 
Haynes offers a robust benefits package to include 11 paid Federal Holidays, medical/dental/vision, life insurance, accrued leave, 401K (matching), tuition reimbursement, free professional development & training program with 9000+ courses and much more. We thrive on providing a good work/life balance and in creating an inclusive culture where employees feel valued, appreciated, and are rewarded for top performance! 
Haynes, Inc is an Equal Opportunity Employer. We do not discriminate against any employee or applicant for employment because of race, color, religion, gender, national origin, age, marital status, disability, veteran status, sexual orientation, or other protected status in any of the terms or conditions of employment. 
 
This position is for support of a government contract, which requires that all employees be fully vaccinated for COVID before beginning work or qualify for an exemption.