Payroll Administrative Assistant

POSITIONS SUMMARY

The HR & Benefits Specialist is responsible for administering and managing employee benefits programs while supporting core human resources functions. This role ensures compliance with regulations, assists employees with benefits-related inquiries, and collaborates with HR leadership to enhance employee experience and organizational effectiveness.

Essential Functions

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)

• Assists in compiling payroll data such as hours worked, sick and vacation time, employee identification numbers, and supervisor approvals from time sheets and related records.
• Supports payroll processing by reviewing payroll input reports and identifying potential data entry errors or discrepancies for correction.
• Enters routine payroll data into systems such as ADP, including adjustments for time corrections, under supervision of payroll leadership.
• Provides support in processing payroll-related transactions including retro pay, partial payments, and departmental change.
• Assists in reviewing payroll records for accuracy and flags discrepancies for resolution.
• Maintains employee payroll records, including tracking transfers between departments and updating relevant systems.
• Supports preparation of manual checks for terminated employees and assists with related documentation.
• Assists in responding to payroll information requests from employees and external agencies, ensuring proper documentation and approvals.
• Maintains payroll-related files, including tax forms (e.g., W-4), ensuring accurate filing and record retention.
• Organizes and maintains electronic payroll files, including assisting with quarterly and year-end documentation.
• Assists in preparing routine payroll-related reports, such as lunch premiums, missing documentation, and compliance tracking.
• Provides administrative support for payroll audits and compliance reporting, including gathering and organizing required documentation.
• Assists in tracking vacation and sick leave accruals and notifying appropriate personnel of discrepancies.
• Responds to basic payroll-related inquiries from employees and directs more complex issues to appropriate staff.
• Assists with distribution of paychecks and payroll-related communications.
• Supports payroll training efforts by assisting with scheduling, materials preparation, and coordination.
• Helps communicate payroll policies and procedures to employees as directed.
• Assists in generating standard payroll and timekeeping reports as requested.
• Maintains organization of payroll files and storage systems, both physical and electronic.
• Performs other administrative and payroll-related duties as assigned.
  
  
  

SKILLS & ABILITIES

Education High School or GED diploma. AA preferred.

Experience Minimum one year experience working in a fast paced office environment

Computer Skills Microsoft Word, Excell, PowerPoint, email required. Experience with HRIS systems preferred.

Certificate N/A