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

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