Payroll Specialist

Position Summary:

As part of the Accounting & HR Teams, the Payroll Specialist plays a vital role in ensuring accurate and timely payroll processing across the organization while maintaining strict confidentiality regarding company data and employee information. This position manages a high volume of requests related to time and labor tracking, payroll administration, and labor cost distribution functions. By maintaining precision and efficiency, the Payroll Specialist helps ensure all employees are compensated correctly and on schedule.

Job Responsibilities - Other duties may be assigned

• Ensuring timely and accurate processing of payroll including all associated reporting and internal/external communications.
• Maintain internal spreadsheets for payroll processing and cross checking.
• Generate and prepare HR & payroll reports as needed to support special projects and tasks.
• Manage timecard approval process, time entry, and administration of timekeeping systems.
• Review and resolve timecard exceptions prior to payroll processing for all employees; ensure accurate onboarding of new hires and updates to employee records in the payroll system.
• Respond promptly and accurately to employee inquiries regarding payroll, timekeeping and -related inquiries
• Prepare off-cycle payroll checks for situations such as replacement checks, late timesheet submissions, and final pay.
• Process approved personnel status change forms for changes such as rate, FTE, employment status changes; new hires/rehires; and address changes.
• Verify pay rate changes and calculate retroactive pay, as needed.
• Verify accurate PTO and sick leave balances.
• Process and respond to Verification of Employment (VOE) requests
• Assist with completing unemployment claim responses and documentation.
• Stay current on changes to federal, state and local labor laws and regulations affecting payroll and ensure ongoing compliance.
• 401(k) administration including maintaining records, processing contributions and funding
• Support internal and external audit activities by preparing the requested documentation, as needed
• Assist with ACA reporting & tracking on payroll system
• Provide comprehensive administrative support for HR Processes and procedures.
• Assist VP of HR in maintaining compliance with all applicable HR related Local, State and Federal laws and regulations.
• Participate in departmental and cross-functional meetings including attending on-site corporate meetings, as needed.
• Perform other accounting related duties and projects as assigned.

Basic Qualifications

• 3 years of relevant payroll experience & 1 years’ experience in human resources
• Knowledgeable in multi-state payroll
• Strong working knowledge of Microsoft Excel and Paycom preferred
• Proficiency in all other Microsoft Office applications
• In-depth understanding of payroll procedures, internal controls, audit trails and appropriate documentation, state & federal laws, and taxes
• Experience with computerized payroll, benefits, retirement systems and procedures. Retail payroll and commission experience a plus.
• Familiarity with garnishments, state taxes, unemployment, and W2 reporting a plus.
• Willingness and ability to learn and use new systems and implement new processes is required.
• Ability to maintain confidentiality of information.
• Ability to follow policies and standard procedures. Strong adaptiveness to new policies and procedures.
• Strong commitment to high accuracy and efficiency.
• Ability to research, learn, interpret, apply payroll related laws, regulations, policies, and make sound decisions.
• Strong mathematical, analytical, organizational, and problem-solving skills.
• Ability to establish and maintain accurate and comprehensive records.
• Good interpersonal skills and ability to maintain professional working relationships with others.
• Excellent customer service skills and high responsiveness to requests.
• Good oral and written communication skills. Preferably includes communication in Spanish.
• Ability to handle multiple ongoing projects and processes with attention to details.