Job Summary:
We are seeking a highly organized and detail-oriented Payroll Specialist to oversee our company's payroll operations. You will be responsible for the end-to-end processing of payroll, ensuring compliance with all local, state, and federal regulations. The ideal candidate possesses a strong financial aptitude, proficiency in modern payroll software, and the ability to handle sensitive information with confidentiality. The Payroll Specialist processes bi-weekly payroll for exempt and non-exempt employees utilizing the ADP Workforce Now system. The individual is responsible for the accuracy of payroll.
Minimum Requirements:
Education-
- High School Diploma Required.
- Associate or bachelor's degree in accounting preferred.
Training & Experience-
- Five years of payroll experience or a combination of work experience and subject matter education preferred.
Licenses; Certificates; Special Requirements-
Knowledge, Skills & Abilities-
- Experience with ADP Workforce Now.
- Bilingual English and Spanish preferred, including the ability to communicate clearly and concisely, both orally and in writing.
- Proficiency in Microsoft Word and Excel.
- Professional-level writing and verbal communication skills.
- Well-developed interpersonal skills and professional demeanor, with an ability to interact with employees and others at any level within the organization.
- Ability to handle sensitive and confidential information with extreme professionalism.
- Ability to learn and apply departmental or Company policies, procedures, and rules.
- Ability to learn and apply Federal, State, and local laws, codes and regulations pertaining to human resources.
- Ability to work independently in the absence of supervision.
- Ability to work independently and within a team.
- Ability to establish and maintain co-operative working relationships with employees, managers, and Company leadership.
- Solid understanding of Fair Labor Standards Act (FLSA), payroll taxes, and general accounting principles.
Travel-
- Regional Travel - Rarely (0-15%)
- Overnight Travel - Rarely (0-15%)
Tools & Equipment-
Computer, printer, telephone, facsimile.
Essential Duties & Responsibilities:
- Reviews regularly timecards for missing punches, approvals, or discrepancies.
- Checks timecards for completeness and accuracy and coordinates corrections with supervisors and managers.
- Ensures that payroll is accurate and processed on a timely basis.
- Provides quick resolution to payroll discrepancies. Research discrepancies effectively, make appropriate corrections, and respond promptly to inquiries from managers and employees.
- Make 401 (k) payments and adjustments.
- Develops and distributes custom payroll reports.
- Ensure Payroll Action Forms are processed accordingly, including but not limited to new hires, transfers, and promotions.
- Reconciles benefits payments, including but not limited to life insurance and Voluntary employee deductions.
- Reconciles temporary agency invoices.
- Audits timecard approvals by employees.
- Reviews and processes payments to adhere to state regulations and company policies.
- Calculates overtime, pay rate differential, and other applicable special pay calculations.
- Places to stop payments and direct deposit reversals as needed.
- Prepares and balances pay data and manual adjustment batches.
- Calculating and processing manual checks as needed.
- Validates payroll preview data using various reports and Excel templates and completes corrections prior to transmission.
- Audit employee expense reports in SAP Concur for completeness and compliance prior to reimbursement through ADP
- Maintain employee training records by updating the E-Compliance system with completed safety training information.
- Process Travel Request Form (TRF) for Signatures from the Dept Head and Final form from the CEO.
- Reconcile and submit records for every payroll
- Maintains effective working relationships with other departments.
- Assists with handling employee questions.
- Calculates retroactive pay adjustments.
- Assist managers and employees with timecard procedure inquiries and training.
- Calculates paid time off accrual adjustments.
- Add New Team Members on Time Clock and/or ADP.
- Assist Team Members with any ADP issues.
- Act as liaison with outside payroll vendors for accurate and timely payroll processing, problem resolution, and error corrections; participates in the evaluation of payroll system products and companies and makes recommendations for changes.
- Maintains orderly payroll records in compliance with state and federal record retention laws.
- Performs and assists with other payroll and accounting-related duties as assigned.
- Maintains a very high level of ethics and confidentiality of payroll and personnel information.
Other Duties & Responsibilities:
- Collaborate with other staff to support and enable the department to meet overall goals and objectives.
- Supports the Human Resources department with special projects.
- Perform other duties as required.
Working Conditions: (The working environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.)
Office Environment - Constantly (67-100%)
- Refrigerated Environment (35° - 45 °) - Rarely (0-15%) (Non-essential)
- Freezer Environment (0° - 32 °) - Rarely (0-15%) (Non-essential)
- Driving Motor Vehicle - Rarely (0-15%) (Non-essential)
Physical Demands:
The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of the job.
This is largely a sedentary job. While performing the duties of this position, the employee is required to sit for long periods of time, often in front of a computer screen. The employee performs heavy computer use (keyboard and mouse), occasional light lifting (less than 15 lbs), standing, walking, and stair climbing.
Mental Demands:
Comprehension
- Ability to understand, remember, and apply oral and/or written instructions or other information.
- Ability to understand, remember, and communicate routine, factual information.
- Ability to understand complex problems and to collaborate and explore alternative solutions.
- Ability to understand opposing points of view on highly complex issues and to negotiate and integrate different viewpoints.
Organization
- Ability to organize thoughts and ideas into understandable terminology.
- Ability to organize and prioritize own work schedule on short-term basis (longer than one month)
Reasoning and Decision Making
- Ability to apply common sense in performing job.
- Ability to make decisions which have moderate impact on immediate work unit.
- Ability to make decisions which have significant impact on the immediate work unit and monitor impact outside immediate work unit.
- Ability to make decisions which have significant impact on the department's credibility, operations, and services.
Communication
- Ability to understand and follow basic instructions and guidelines
- Ability to complete routine forms, use existing form letters, and/or conduct routine oral communication.
- Ability to compose letters, outlines, memoranda, and basic reports and/or to orally communicate technical information.
- Ability to communicate with individuals utilizing a telephone; requires the ability to hear and speak effectively on the phone.
- Ability to express or exchange ideas by means of the spoken word, communicating orally with others accurately, loudly, and quickly.
- Ability to make informal presentations, inside and/or outside the organization. Speaking before groups.
Mathematics
- Ability to count accurately
- Ability to add, subtract, multiply, divide, and to record, balance, and check results for accuracy
- Ability to compute, analyze, and interpret numerical data for reporting purposes