Description

Payroll Administrator

Under supervision of the Controller, the Payroll Administrator is responsible for oversight and performance of the payroll functions of the organization.

Essential Job Functions of Payroll Administrator

• Serve as primary contact with payroll software vendor.
• Compiles and tracks payroll data such as employee time worked, on-call time, garnishments, payroll deductions, 401(k) deductions, annual leave time, sick leave time, sick bank and other activities that affect employee paychecks.
• Process both bi-weekly non-exempt and monthly exempt payrolls.
• Prepares spreadsheet of changes for upcoming payroll. Distributes to HR and Business Office for review prior to running payroll.
• Coordinates any employee missing punches or documentation with various department supervisors.
• Enter data into the payroll system and audit for accuracy prior to running payroll.
• Compute and post wages and deductions and prepare paychecks through payroll software.
• Prepare payroll import for Business Office accounting software.
• Maintain payroll files for legal compliance.
• Process manual checks for employees, including terminations, as needed.
• Track annual and sick leave as per company policy.
• Establish and maintain payroll tax accounts with any state in which employees of the organization are located.
• In concert with HR and Business Office, prepares and plans activities relating to the maintenance of payroll and employee benefit programs. Develops, implements and controls documentation requirements and communicates appropriately to supervisors and staff.
• Maintains payroll calendars and communicates all payroll issues to staff and supervisors in timely and appropriate manner.
• Assist new hires in learning the payroll system and understanding how to maneuver the system, making sure new hires feel comfortable working with the system to do what they need to perform their jobs efficiently.
• Reconciles all benefit invoices and maintains proper documentation of changes and corrections. Communicates all appropriate changes to HR, the vendor, and employee. Distributes information to accounts payable for payment of the invoices.
• Works with the Controller on quarterly and year-end reports to reconcile payroll totals to the general ledger.
• Develops, prepares and generates all needed ad-hoc reports pertaining to employee information and data including, but not limited to, 401(k) retirement plan discrimination testing, workers’ comp audits, and other employee tracking reports.
• Work with HR around legalities for payroll.
• Coordinate the annual distribution of W-2’s and 1095-C’s.
• Support annual financial statement and retirement plan audits.
• Performs other related duties as required and assigned.

Requirements

Education/Skill Requirements: Payroll Administrator

• BS in Accounting field or equivalent.
• Problem Solving – identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
• Interpersonal – maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things.
• Oral communication – speaks clearly and persuasively in positive or negative situations, demonstrates group presentation skills and assists with conducting meetings.
• Written communication – edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
• Planning/organizing – prioritizes and plans work activities, uses time efficiently and develops realistic action plans.
• Quality control – demonstrates accuracy and thoroughness and monitors own work to ensure quality. Also monitors quality of input of other team members.
• Adaptability – adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
• Dependability – consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
• Safety and security – actively promotes and personally observes safety and security procedures and uses equipment and materials properly.

Other Skills/Abilities: Payroll Administrator

• Financial Management
• Ethical Conduct
• Technical Capacity
• Personal Effectiveness/Credibility
• Time Management
• Maintain Confidentiality

Work Environment: Payroll Administrator

General office environment; light physical work as needed.