Part-Time Payroll Administrative Assistant

Essential Duties and Responsibilities

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.

A Payroll Administrative Assistant supports the HR/Finance department by processing, verifying, and maintaining employee payroll records, timekeeping data, and tax information. Key duties include calculating wages, handling deductions, resolving paycheck discrepancies, and ensuring compliance with regulations.

Payroll Processing & Timekeeping:

• Processes biweekly payroll and all payroll related transactions for the organization. Gathering, reviewing, and inputting data into payroll software. Calculating hourly wages, overtime, and deductions.
• Reviews and analyzes current payroll, payroll related benefits, and tax procedures.
• Resolves all payroll issues and communicates with and explains in-person or via phone/e-mail to affected individuals.
• Prepare and file weekly, monthly, quarterly and yearly payroll reports gross payroll, hours worked, vacation accrual, tax deductions, benefits deductions, audits of deductions and benefits etc.
• Creates and maintains payroll codes in the payroll system and sets up and reconciles voluntary payroll deductions.
• Manages payroll workflow to ensure all payroll transactions are processed accurately and timely.

Data Maintenance:

• Maintaining accurate, confidential employee records, including updating salary, benefits, and tax withholding information.
• Ensures accuracy and completeness of data in master files and various support tools.
• Prepare and analyze comprehensive reports and carry out assigned projects to their completion.

Employee Support:

• Addressing, investigating, and resolving employee inquiries regarding pay, taxes, and deductions.
• Utilizes tools to develop custom reporting out of the HRIS system and acts as a point of contact to all users on retrieving data from the system to meet their needs.

Administrative Support:

• Assisting with new hire onboarding, benefits administration, and general clerical tasks.
• Data entry, and filing, as requested for Finance documents.
• Utilizes various computer applications including Excel and Word.
• Review and process invoices to submit for payment.
• Assist with the preparation and management of electronic files for audit purposes.
• Learn how to use specialized software.

Other Responsibilities

• Actively works to assist in achieving bank goals.
• Contributes to a favorable working climate within the organization through a friendly and cooperative attitude and exhibiting good teamwork skills. Willingly assist others as necessary to keep work current, meet deadlines and spread workload equally. Offers flexibility in covering vacations and other absences.
• Maintain effective working relationships with all employees and vendors.
• The role involves working under strict, regular deadlines (weekly/biweekly/monthly/annually).
• High attention to detail, strong numerical aptitude, discretion with confidential information, and excellent communication skills.
• Identify areas of opportunity to improve existing processes, functionality, and workflow. Maximizes technological capabilities to reduce manual processes and improve data management and efficiency.
• Develops and maintains good working knowledge of job responsibilities and procedures, which facilitates efficient performance of duties.
• Comply with federal, state, and local legal requirements.
• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities and activities may change at any time with or without notice.

Supervisory Responsibilities

• This job has no supervisory responsibilities.

Part-Time Benefits

• Earned Sick and Safe Time
• MN Paid Leave

Qualifications

• High school diploma or equivalent (GED) is required; associate or bachelor’s degree is a plus.
• Minimum of 3 years of experience in payroll processing required for a group of 50 employees. Payroll processing experience of 5 years preferred.
• Proficiency in MS Office (especially Excel) and payroll software.
• Knowledge of human resources information systems (HRIS).
• Knowledge of Federal, State, and local laws pertaining to payroll practices including pre- and post-tax deductions, annual payroll reporting requirements, ACA and other related legislation.
• Language skills including but not limited to the ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
• Mathematical skills including but not limited to the ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume.
• Reasoning ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to sit, use hand to finger handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.