Description

Working under minimal supervision, the Payroll Specialist is primarily responsible for assisting with all payroll processes including the management of employee data, accuracy of timesheets, computing wages, paying employees on time, depositing and reporting employment taxes by due dates. The Payroll Specialist will also help support some functions of other Finance Department teams including requisition entry and record keeping.

Examples of Duties

The following functions represent the majority of the duties performed by the position but is not meant to be all-inclusive or prevent other duties from being assigned when necessary.

ESSENTIAL JOB FUNCTIONS (100% of Time):
1. Assists with processing monthly payroll for about 350 employees in accordance with payroll policies/procedures, employment policies and federal/state regulations.
2. Tracks and deducts garnishments and all other special payroll deductions.
3. Reviews and ensures accuracy of approved timesheets.
4. Ensures that payroll receives all necessary documents, additional timesheets and any other reports for the pay period.
5. Reviews changes or new hires’ direct deposits and W4s and updates benefit changes on appropriate spreadsheets.

6. Assists with issuing and filing Form W-2 (Wage and Tax Statement), Form 941 (Employer’s Quarterly Federal Tax Return) and other forms as required.
7. Assists with the coordination between payroll, human resources, budget and other departments to ensure proper flow and maintenance of employee data.
8. Scan and file monthly payroll documents
9. Run quarterly reports and attach backup documents for review.

10. Maintains complete confidentiality of all payroll records and reports.
11. Assists Accounting and Purchasing teams with record keeping
12. Encumber travel requisitions in Microix.
13. Assists Chief Financial Officer and Senior Accountant on special projects as needed.
14. Completes required training in support of duties and responsibilities of this position.
15. Other duties as assigned including those required to fulfill activities in support of public health emergency operations.

Typical Qualifications

QUALIFICATIONS/SPECIFICATIONS:

Education: Bachelor’s degree in accounting, business administration or finance or related field preferred.

Experience: Three or more years of payroll experience required, strong preference for experience in an organization with 350 employees. Must be knowledgeable of government regulations affecting payroll procedures; federal and governmental reporting; and insurance programming.

• Understanding of employment and payroll taxes.
• Working knowledge of payroll best practices as well as federal and state payroll regulations.
• Proficient in MS Word, Excel and Outlook, 10-key calculator by touch and data entry.
• Accurate and meticulous in data entry.
• Ability to deal sensitively with confidential information and behave ethically.
• Strong interpersonal (verbal and written) communication skills to effectively provide quality service to both internal and external customers.
• Ability to communicate with various levels of management and maintain a high degree of professionalism.

• Good organizational and time-management skills.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers.
• Highly detail-oriented and excellent proofreading skills.
• Strong problem solving, analytical and organizational skills
• Follow oral and written directions and work effectively with others.
• Composition of clear, concise correspondence and documents.
• Work as part of a team to contribute to common goals
• Be punctual and work the designated shift.

Licenses/Certifications: None.

INTERNAL AND EXTERNAL WORKING RELATIONSHIPS:

• Frequent internal contact with Department personnel to verify information related to payroll matters.
• External contact with software system support, IRS or governmental agencies and Tulsa County Treasurer.

PHYSICAL EFFORT: This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Lifts materials, boxes of records, and equipment weighing up to 25-30 pounds; stooping, bending and squatting in retrieving files. Repetitive hand and arm movement related to computer and telephone operation. Reaching, grasping, talking, hearing, and visual acuity are required to effectively work in this role.

SUPERVISORY RESPONSIBILITY/ACCOUNTABILITY:
Direct Supervision – None.
Indirect Supervision – None.
Budget/Money/Material – Processing department payroll and issuing payroll checks.
Reports to – Senior Accountant

WORKING CONDITIONS:
No unusual working conditions. Office building environment.

SPECIAL REQUIREMENTS:

• Must maintain THD record confidentiality according to HIPAA regulations.
• Must possess ability and willingness to perform work-related travel.

FLSA Status: Non-exempt

Job Type: Full-time

Pay: From $39,940.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Work setting:

• Office

Work Location: In person