Payroll Specialist

The Management Trust

Position Title: Payroll Specialist

Location: Irvine, CA

Reporting To: Payroll Manager

Status: Non-Exempt, Full-Time

Salary: $21.00 - $24.00/Hourly DOE

COMPANY PROFILE:

The Management Trust is a community association management company. We believe that building and maintaining a community takes more than just hammers and nails. It takes integrity, trust, experience, and support. Our success is based on the belief that effective management anticipates our clients’ needs, not merely reacts to them. We are a company of creative and committed individuals driven by grand aspirations and are proud to be the only 100% employee-owned community management firm in the nation. Our Employee Owners are encouraged to actively participate in growing our business by helping define best practices every day. It is in this spirit that we encourage you to explore this opportunity to join The Management Trust team.

EMPLOYEE OWNER POSITION PURPOSE:

The Payroll Specialist is responsible for serving as a primary point of contact for processing timekeeping and time-off requests for over 700 employees across 6 states. Key areas of focus include assisting the Payroll Manager in all aspects of the payroll cycle, ensuring accurate entry/recording, analysis, and continual auditing of our payroll and employee records databases. This role confirms that employees are paid correctly, on time, and in compliance with state and federal regulations. In addition, the Payroll Specialist serves a liaison between the Payroll and Financial Services departments. Success requires this individual to be highly methodical, investigative, able to read the story told by numbers, and a great team player.

JOB DUTIES AND RESPONSIBILITIES:

• Provide high-quality customer support to a large client group while building positive relationships with all levels of staff
• Manage physical personnel files for the Headquarters Division and ensure compliance with standard records retention requirements
• Consistently contribute to positive workplace culture during the cyclical, time-sensitive, and confidential/complex needs of the payroll function
• Weekly
• Monitor, track, and manage missed punches, overtime, and bonus/commission income
• Assist the Payroll team with:
• Audit/analysis/aggregation of information for reporting
• Audit/analysis/synchronization of information between connected databases (i.e. Ascentis [our HRIS], benefit carriers, etc.)
• Audit/analysis of quarterly tax files against detail and prepared returns
• Maintenance and review/audit of earnings and deductions codes
• Bi-Monthly (before each payroll is processed; typically the 10th and 25th of each month)
• Review submitted company-wide timekeeping and time-off requests
• Calculate/process/reconcile tax withholdings, wage garnishments, and voluntary deductions
• Ensure payroll files are accurately prepared, transmitted, and received by Ascentis
• Prepare and upload employee 401(k) deferral and FSA contributions (match) to third party service providers for recording, administration, and funding
• Prepare payroll expense journals and corresponding bank entries for supervisor review
• Monthly
• Audit and reconcile company-wide payroll records
• Prepare monthly and ad-hoc reports as directed by the Payroll Manager
• Ongoing
• Enter, configure, and train new employees on our electronic timekeeping system
• Process and track personnel changes across multiple systems, as directed by Human Resources
• Process and track company-wide mileage reimbursements (paid monthly)
• Prepare manual and/or final checks and related paperwork
• Process employee verification of employment (VOE) requests
• Process accurate, timely, and compliant year-end reporting (i.e. W-2 forms)
• Identify and resolve payroll discrepancies
• Promote the Company’s continued standardization and centralization of the Payroll and HR functions
• Prioritize and juggle multiple projects at once; wisely multi-task
• Other duties and special projects as assigned

QUALIFICATIONS:

• 1 years in a Payroll clerical/data input/review capacity
• Proficiency in basic math (addition, subtraction, multiplication, division, percentages, ratios)
• Intermediate level Excel or higher (basic formulas, cell referencing, some formatting, etc.)
• Foundational understanding of accounting principles, such as balancing accounts, preparing schedules, and reconciling to bank statements
• Key: Attention to detail and critical thinking, with interest and ability to process/manage large amounts of data
• Ability to detect material anomalies in submitted hours (and additional amounts), period to period and period to budget
• Ability to maintain discretion and confidentiality
• Enthusiasm to develop over time and grow with the Company
• Comfort working under tight deadlines
• Bilingual (Spanish)

ESSENTIAL FUNCTIONS:

• Use standard office equipment, including: computer, phone, copier/scanner, etc.
• Be stationary for periods of time
• Relocate up to (25) pounds

SUPERVISES OTHERS? IF SO, LIST:

• None

SCHEDULE & TRAVEL:

• Monday-Friday from approx. 8:00 am-5:00 pm
• This position may require occasional long hours to meet business needs

The Management Trust is an Equal Opportunity employer. We celebrate and support diversity.

TMT reserves the right to modify this job description at any time based on business need.