Payroll Specialist

Job Description:

Primary Duties:

Under the direction of the Director of Accounting, the Payroll Specialist is responsible for the accurate processing and compliance of the multi-state payroll. This position is responsible for all payroll administration and the training of new employees. The Payroll Specialist must ensure that employees are paid accurately by processing and reviewing all payroll documentation.

Specific Duties:

1. Collects all payroll documentation, verifies, inputs, processes, and reviews all payroll information for accuracy through to successful transmission and receipt of live payroll from ADP. Calculate payroll-related payments (i.e., garnishments, Federal & Multi-State taxes, Health & Welfare payments, Alliance Retirement, etc.).
2. Requires strong commitment to maintaining confidential information at the highest level.
3. Prepares and reviews for accuracy and information: all monthly, quarterly, and annual payroll-related reports (i.e., Fringe Benefits & Retirement, W-2’s, 1099’s, etc.) received from payroll provider and/or create manual reports when needed. This also includes the quarterly QER report. Some states have quarterly reporting requirements.
4. Answers employee payroll questions, prepares wage verifications, troubleshoots payroll issues, processes and prepares payroll check(s), manually as required.
5. Maintains all employee payroll records: Generates records; timely filing of all payroll documents. The reverse process is required when employees terminate employment, including closing out benefit enrollments, garnishments, etc.
6. Prepares/gathers required payroll records as requested by auditing agencies and be prepared to answer questions by the auditors (numerous agencies throughout the year, including worker’s comp payroll review, SourceAmerica, retirement, and accounting audits).
7. Follows all federal and multi-state DOL regulations regarding employee wage and hour laws and guidelines for federal contract employees and client participants who are paid under the Service Contract Act regulations.
8. Trains employees and new hires on the timekeeping system.
9. Conducts monthly retirement reconciliation with P&C to ensure the correct deductions are made. Works with Alliance Pensions to true-up employees for the calendar year.
10. Responsible for tracking and collecting premium payments for employees on qualified leave such as FMLA.
11. Accurately set up new time off plans in ADP, per individual contract site. Also, responsible for accrual setup and audits for PTO/Vacation and ESI.
12. Responsible for obtaining new/renewal business licenses for each state. This could include calling individual states for their requirements.
13. Responsible for obtaining state tax ID numbers and keeping them current. Ensure TNC is compliant with individual state taxes.
14. Provides information for all new contracts - including Nobis Enterprises (Unemployment rates, SUI, etc.)
15. Ensures NE H&W benefits are paid to benefit plan vendor. Reconcile monthly. This includes verifying that all NE employees have insurance.
16. Verifies deductions are correct. This includes garnishments, retirement loans, employee loans, insurance benefits, etc.
17. Post payroll into Sage, send Alliance Pension reports & funds, send reports to development, and prepare journal entries for other payroll items.
18. Maintains financial security by following internal accounting controls.
19. Assists other departments with monthly/quarterly reports.
20. Assists with special projects for Accounting Department as required.
21. Performs other related duties as assigned.
22. Must maintain an excellent attendance record and be deadline driven.
23. Requires some overtime to meet payroll schedules and occasionally during some holiday periods.
24. Serves as backup to front desk telephone rotation on an as-needed basis.
25. Serves as backup to Accounting Specialist.