Payroll and Human Resources Specialist

JOB DESCRIPTION

POSITION TITLE: Payroll & HR Specialist

DEPARTMENT: Human Resources

FLSA STATUS: Exempt

PAY GRADE: 11

REPORTS TO: Director of Human Resources/Director of Finance

GENERAL DESCRIPTION OF DUTIES

The Payroll and Benefits Administrator reports to the Director of Human Resources and indirectly to the Director of Finance. The position will play a key role in managing and maintaining the Human Resources Information System [HRIS] including the monitoring of the integrity of the data in the system and payroll functions. She/he will be responsible for providing technical and reporting support to Human Resources and Finance Department staff members. This position will coordinate and oversee the payroll processing of the agency’s payrolls for all employees. This position will support the Agency’s needs by applying Generally Accepted Accounting Principles, its conventions and definitions within Payroll, Budgeting, Financial Analysis.

SPECIFIC DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

Human Resources Information System (HRIS) Functions

• Manages and maintains responsibility for the integrity and effective operation of all payroll related functions and HRIS
• Performs all year end payroll and HRIS activities such as W-2, 1095 for ACA compliance, resetting accruals, EEO reporting, and 5500 audit.
• Develops, implements and manages priorities, goals and objectives for the payroll and HRIS functions inclusive of reporting and compliance requirements
• Stays abreast of new trends and innovations in the field of payroll processing and HRIS management, analyzes all payroll functions and HR data processes, and designs and implements process improvement strategies for enhancing effectiveness and efficiency. This includes regard to government and state new laws and trends.
• Supports in the development of documents, administers, and updates internal policies and procedures related to payroll activities to ensure proper internal control and efficient processes that emphasize data and procedural integrity and security
• Resolves HRIS issues/act as a “troubleshooter” for Human Resources. Works with IT, Payroll, and other departments in setting up tables and defining data fields to ensure proper reporting of data to internal and external customers
• Supports Human Resources with auditing and reviews

Payroll Functions

• Direct the processing of payrolls including mileage reimbursement and/or manual checks. Ensure payroll production is timely and accurate. Ensure checks and balances are in place. Identify, resolve, and communicate any payroll issues. This includes interaction with internal departments and external organizations that provide interfaces for withholdings.
• Manages the efficient operation of the timekeeping process and systems by evaluating current procedures and making any necessary process improvements and computer system modifications; reviews time and attendance logs for compliance with applicable rules and regulations; develops and administer training plans for timekeepers; and assists timekeepers with inquiries regarding time and attendance.
• Stays abreast of and analyzes, interprets, and applies to all federal, state, and local laws, rules, regulations, and policies relating to the payroll function (to include provisions of the Fair Labor Standards Act and all Internal Revenue Service regulations)
• Prepares payroll journal entries after transmission of payroll data and ensure amounts reconcile to the third-party payroll provider data.

• Processes accruals import for unexcused pay codes and verifying proper deduction from accrual banks
• Calculates and posts manual payroll checks including voids and direct deposit reversals
• Calculates and inputs retroactive and bonus payroll checks
• Reconciles employee FMLA time off entries on employee timecards within 2 weeks

• Calculates, processes and responds to garnishment requests
• Enters employee 401K deductions (biweekly contribution, loans, etc) into HRIS

• Ensures employee accrual balances are accurate each payroll and year end roll over
• Develop the reports needed for the uploads of payroll accruals and payroll reversals into Financial Edge after payroll has been processed every other week.
• Produces and distributes payroll reports to department managers in a timely manner
• Prepares bi-weekly, monthly, quarterly and year-end payroll statements for program managers
• Processes fund number changes in appropriate systems
• Payroll archiving annually or more frequently if needed

• Provides payroll processing training to employees as needed (with department timecard approval)
• Collaborate with Human Resources for all other payroll reports (Overtime)

ADDITIONAL JOB FUNCTIONS

• Completes Employment Verifications (work number or CRT letter format)

• Creates annual Holiday calendar for distribution
• Creates annual Payroll calendar for distribution
• Assists the Human Resources Director & Director of Finance as needed, with various special projects and research assignments.

• Performs related work as directed.

MINIMUM TRAINING AND EXPERIENCE

Bachelor’s degree in computer science or related field or equivalent work experience. PHR/SPHR certification a plus. Five to Seven years of Payroll administration experience including a minimum of three years of working with an HRIS such as Paycom or ADP. One to two years of project management experience. Systems implementation experience desired. Strong understanding of HRIS database design, structure, functions and processes, and experience with database tools. Thorough knowledge of MS Excel, Word, Power Point, and Outlook. Experience with an HRIS such as Paycom. Effective organizational and

interpersonal skills including written and verbal communication skills. Previous exposure to project-related activities through active participation in system-related projects. Ability to use appropriate resources to solve problems. Ability to work independently and manage multiple priorities in an organized and timely manner. Maintain a high level of professionalism and confidentiality.

• Experienced in State, Federal, FLSA and Wage and Hour payroll regulations

MINIMUM TRAINING AND EXPERIENCE

Bachelor’s degree in computer science or related field or equivalent work experience. PHR/SPHR certification a plus. Five to Seven years of Payroll administration experience including a minimum of three years of working with an HRIS such as Paycom or ADP. One to two years of project management experience. Systems implementation experience desired. Strong understanding of HRIS database design, structure, functions and processes, and experience with database tools. Thorough knowledge of MS Excel, Word, Power Point, and Outlook. Experience with an HRIS such as Paycom. Effective organizational and

interpersonal skills including written and verbal communication skills. Previous exposure to project-related activities through active participation in system-related projects. Ability to use appropriate resources to solve problems. Ability to work independently and manage multiple priorities in an organized and timely manner. Maintain a high level of professionalism and confidentiality.

• Experienced in State, Federal, FLSA and Wage and Hour payroll regulations