Payroll Specialist

Join the California Dairies, Inc. (CDI) team, a farmer-owned cooperative dedicated to sustainably producing the highest quality dairy products while fostering a culture of innovation and collaboration. CDI products are delivered locally and around the world. Our Visalia corporate office serves as the central hub for the CDI enterprise, driving strategic decision-making, innovation, overall business support, and growth across our diverse portfolio of dairy products and brands. We encourage you to be part of our team that's shaping the future of dairy, right from the heart of California!

Our commitment to CDI employees: 

We believe in valuing our team with a total rewards package that goes beyond the basics. You'll find we offer competitive pay and incentive programs designed to recognize and reward your contributions. Competitive medical, dental, and vision benefits, generous paid time off, sick days & holidays, retirement plans designed to secure your future. We don't stop there. We've also cultivated a variety of valuable programs focused on your personal well-being and professional growth, ensuring you have the support you need to both inside and outside of work.

Job Summary

Working under limited supervision and following/adapting established policies, practices and procedures, the Payroll Specialist calculates and inputs time and downloads data for processing by outside service, processes vacation/sick time requests, reconciles data, prepares payroll reports, and provides general support and guidance to the Timekeeper who is present at the Payroll Specialist’s alternate manufacturing site(s) of responsibility. The Payroll Specialist takes initiative and assumes responsibility to improve the efficiency and quality of the various services provided. This position does not require instructions for routine assignments but does require some general instructions for new or special assignments while assuring that quality of services meets employee and management requirements.

Essential Functions

• Assists with training the Timekeeper in all aspects of the position.
• Assists the Timekeeper with day-to-day questions and determines if an issue needs to be escalated further.
• Collects punches daily within timekeeping system and inputs corrections.
• Reviews timecards daily and makes note of every missing punch, late arrival, absence, late or long lunch and/or rest period, and short/long shift duration. Tracks down the employees and respective supervisors to ensure the paperwork needed to resolve the timecard discrepancies is completed same day if possible.
• Provides plant leadership with payroll-critical information and follows-up, as needed, to ensure receipt. 
• Emails Managers and Supervisors to resolve any discrepancies in scheduled shifts, corrects employee schedules, and inputs pay codes and/or comments.
• Monitors holiday pay per company policy, as well as Collective Bargaining Agreement (CBA), if applicable.
• Monitors time calculation, including relief pay and night shift premiums, by reviewing timecard pay matrix totals.
• Reviews and processes vacation and sick time requests. Verifies request against accrual records.
• Knowledge of Union Health and Pension Plans (e.g. Union Payroll Experience).
• Processes Status Change Forms for changes affecting timekeeping and verifies rates to ensure compliance with wage rate tables as well as Collective Bargaining Agreement (CBA).
• Processes W-4’s, changes to employee information, Request for Automatic Deposit Forms, Vacation Advance Request Forms, etc.
• On a payroll processing day, reviews all timecards for the previous pay period for each employee and ensures that all discrepancies have been solved and that each employee is being paid accurately.
• Uploads timecard data to Payroll System for check processing. Performs needed adjustments after time import, finalizes check calculation, and submits the payroll.
• Prepares and finalizes manual checks, as needed, for corrections and/or terminations.
• Follows-up to ensure all employees approve their timecards.
• Files and maintains payroll paperwork.
• Responds to and assists employees with questions and/or concerns relating to payroll.
• Resolves and/or facilitates resolution of problems, including identifying their root cause to prevent re-occurrence.
• Follows all safety and working rules.
• Must have the ability to get along with co-workers, management personnel, customers, vendors, and employees, in accordance with the company policies and working rules, while ensuring a harmonious and conducive work environment.
• Maintain a positive attitude and contribute toward a quality working environment.
• Demonstrate excellent regular, full-time attendance in support of company objectives.
• Use initiative and judgment in making decisions, keeping with California Dairies, Inc.’s best interests.
• Maintain a sense of Urgency and confidentiality.
• Possess a professional Payroll Ethic.
• Support and enforce SQF / QA, GMP, Safety policies and procedures, and production needs. “Food Safety and Quality” are the responsibilities of this position. 
• Perform other duties as assigned.

Qualifications (Knowledge, Skills, and Abilities) 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Must work in a safe and efficient manner and follow all safety procedures including the use of safety equipment when required.
• Must have the ability to troubleshoot problems and be persistent until a solution is found.
• Must be willing to ask for assistance when the process is unclear.
• Proficient in using various PC-based software packages, including Microsoft Word, Excel or similar work processing/spreadsheet software.
• Basic computational skills required.
• Simple math reasoning required.
• Must demonstrate good judgement when carrying out duties as assigned.

Education and/or Experience

• High school diploma or other specialized training/equivalent related experience. Typically, a minimum of three or more years of progressively more responsible business administrative experience, including knowledge of Payroll administration, as well as an in-depth and complete understanding of rules, regulations, processing procedures, record keeping methods and control systems.

Language Skills

English is required as the written and spoken language. 

Certificates, Licenses, Registration:  N/A

Driving Requirements: N/A

Equipment

Operates personal computer to enter data and run reports; radios security or managerial staff and other standard office equipment.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The company will make reasonable accommodations that do not cause an undue hardship to the company if such accommodation enables individuals with disabilities to perform the essential functions of the position. The work is performed is generally in an office environment, but the employee will be subject to varying degrees of temperature when entering the plant. 

ADA/FEHA

The Company will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990 and California’s Fair Employment and Housing Act.

EEO

The Company is an equal employment opportunity employer.

Physical Demands

The physical requirements outlined here represent those necessary for successful performance of this position's core responsibilities. Upon request, the company will provide reasonable accommodations for qualified individuals with disabilities to perform these fundamental job duties, provided such accommodations do not create an undue burden on the organization.

• Sitting/Standing/Walking: Office personnel spend about 75% of their time sitting at their desk while performing computer or manual accounting and other clerical duties. They walk short distances to retrieve and replace files, to photocopy or fax documents, and to interact with other office personnel. Office personnel may occasionally walk on uneven surfaces.
• Lifting/Carrying: Office personnel rarely carry items weighing over 15 to 20 lbs. Most items would be files or documents weighing less than 10 lbs, and most would be carried short distances. They are directed to seek assistance for heavier items, such as a full box of photocopy paper.
• Pushing/Pulling: Office personnel may occasionally push or pull files, stacks of documents, or boxes of documents, which may be in files or on shelves at any height. They are directed to seek assistance for anything heavy.
• Squatting/Kneeling/Bending/Stooping: Office personnel frequently squat or kneel to retrieve and replace files and documents in file drawers or on lower shelves.
• Twisting/Turning: Office personnel extensively twist, turn and move their head, neck, shoulders, arms and hands at various angles performing heavy computer input, and comparing information from their computer monitor with paper documents. While standing or sitting at their workstation, they occasionally twist or turn to retrieve or replace something form an area beside their workstation.
• Climbing/Balancing: Office personnel may need to walk up and down stairs several times throughout a day. Office personnel may occasionally walk on uneven surfaces.
• Reaching: Office personnel may reach overhead to retrieve or replace files or documents on high shelves.
• Grasping/Manipulating: Office personnel need full range of motion in both hands for heavy computer input and for using other office equipment including calculators, typewriter, and fax machines, as well as for sorting through and organizing large stacks of documents.