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Form of workSUMMARY
Under the direction of the Human Resources Manager, the payroll specialist is responsible for the preparation and processing of the organization’s payroll, including supporting documentation, tax payment verification, audit trails and required reporting. The payroll specialist will use the HCM to accurately process biweekly payroll. In addition to payroll, the payroll specialist will be responsible for managing the day-to-day activities of the 401(k) plan.
The ideal candidate for this role should have excellent multi-tasking and organization skills, strong communication and interpersonal skills, with the ability to consistently process payroll accurately and efficiently. The payroll specialist will act as a subject matter expert on payroll related issues, while also serving in a generalist function to aid in the overall success of the Human Resources department.
All employees are expected to protect the information and assets of the organization through heightened awareness of information security, cybersecurity, and risk management best practices, as well as complying with all applicable laws, regulations, and organizational policies.
ESSENTIAL DUTIES
- Accurately process scheduled payroll for team members, including confirming timecard approvals and finalizing processed payroll within the HCM.
- Verify accuracy of payroll earnings, deductions, and taxes, reconciling discrepancies promptly and prior to transmission.
- Verify the accuracy of internal expense reporting including GL posting and various internal bank accounts.
- Manage PTO plans and balances including the Holiday pay schedule, Jury Duty paid leave, Military paid leave, and Bereavement.
- Track and coordinate approvals for various incentive payments for the company.
- Complete year-end payroll processes, including verification and delivery of W-2 documents.
- Verify state and federal, quarterly, and annual, tax filings and ensure payments are submitted timely via state tax online portal.
- Update and reconcile monthly payroll and 401(k) plan account bank statements.
- Ensure compliance in the filing of state and federal wage reporting.
- Perform internal audits to ensure payroll, compensation, and retirement process are optimal and appropriate, making recommendations to the HR Manager for process improvements.
- Coordinate with HR Compliance Specialist to ensure all required payroll and compensation-related policies are posted and displayed as required by applicable laws, regulations, and policies.
- Respond to Human Resources related inquiries, with specific emphasis on payroll questions and concerns.
- Serve as a backup to the HR Benefits Specialist and gain a thorough understanding of Benefit plans and eligibility requirements.
- Work across departments, including Accounting, ACH & Wires, and Deposit Operations to ensure payroll information is effectively relayed and resolve issues promptly.
- Stay informed of relevant regulations and industry best practices, providing recommendations to the HR Manager as appropriate.
- Assist in the ongoing maintenance of the HCM, and team member personnel files.
- Coordinate and verify 401(k) plan eligibility and enrollments.
- Monitor and verify 401(k) employee and employer contributions.
- Maintain a high level of confidentiality and professionalism.
- Assume responsibility for and coordinate special projects as assigned.
EDUCATION & CERTIFICATIONS
- Associate’s degree in Human Resources, a related field, or a commensurate combination of education and experience required.
- History of progressively responsible work in the field of Human Resources required.
MINIMUM REQUIREMENTS
- Strong understanding of employee payroll and compensation administration and the ability to convey complex payroll and Human Resources-related concepts to non-technical stakeholders.
- A highly analytical, organized approach to work, with the ability to clearly define inefficiencies and offer appropriate solutions.
- Ability to regularly review large amounts of data and identify inconsistencies.
- Excellent communication skills and the ability to communicate effectively, verbally and in writing, with internal and external customers at all levels.
- Ability to work collaboratively with cross-functional teams and communicate effectively with internal and external customers at all levels of the organization.
- A positive and proactive approach to work, demonstrating enthusiasm, adaptability, and the ability to maintain composure and professionalism in stressful or adverse conditions.
- Proficient computer literacy, including comfort with Microsoft systems and Office Suite.
- Current driver’s license and reliable transportation with appropriate insurance coverage; additionally, the ability to drive occasionally in the course of performing assigned duties and responsibilities.
- The ability to work with minimal or no supervision.
ADDITIONAL QUALIFICATIONS
- Bachelor’s degree in Human Resources or a related field preferred.
- SHRM or PHR certification preferred.
- Direct experience leading payroll administration and managing retirement programs strongly preferred.
PHYSICAL DEMANDS AND WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers; handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.
NOTE
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.
All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently.
Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others.
The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.
The company is an Equal Opportunity Employer, drug-free workplace, and complies with ADA regulations and other laws/regulations as applicable.
