Payroll Specialist

Overview:

Summary of Responsibilities:

Handles all the various functions involved in the accurate and timely processing of Payroll for assigned pay groups within the Enterprise. Evaluates, monitors and coordinates any exception processing that may be required due to special instructions received by Payroll management, Human Resources, Benefits, Field Accounting and Field Clerical, such as pay adjustments. Interacts daily with associates at all levels of management throughout the Enterprise, including Field Agents and District Office Clerks, to resolve problems or issues related to Payroll or Company policies. Works with some supervision and is responsible for making a minimal range of decisions, escalating to Manager when appropriate and updating Manager on a regular basis.

Position Responsibilities:

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  Keys, verifies, balances and prepares for distribution of payroll for each assigned pay group in the Enterprise. Analyzes and researches error situations and payroll inquiries.

• Requires a thorough understanding of the processing and interrelationships of the following systems: Field Payroll, EFT, HRIS, W2, 1099, 401(k), Beneflex, SAR, COLD, ADP Modules, Enterprise EV4, Reportsmith, eTime, Adjustmate, Employee Self Service, Timebank and iReports/Quickview.

• Imports various pay data spreadsheets (i.e., parking, bus passes, commissions, bonuses, etc.).

• Imports hours files from timekeeping system (eTime).

• Maintains filing of employee payroll records (i.e., W-4 forms, Direct Deposit forms, etc.).

• Reviews payroll audit reports prior to transmission to ADP.

• Transmits payroll files to ADP for each assigned pay group, and reviews preview payroll registers for accuracy before acceptance.

• Receives and loads payroll files into payroll system after processing is complete.

• Sorts and distributes pay statements and checks to associates of assigned pay groups.

• Provides various payroll reports to subsidiary accounting groups.

• Keeps up-to-date with ADP systems and updates.

• Maintains good working relationship with ADP Solution Center Consultants and other ADP key contacts.

• Reconciles and approves ADP invoices for assigned pay groups.

• Reconciles and balances Quarterly Wage & Tax Registers against Statements of Deposits, to ensure accuracy of payments made to federal, state and local tax jurisdictions.

• Reconciles and balances year-end W-2 processing to ensure accurate reporting of wages and taxes to employees and withholding tax authorities (including employer taxes, i.e., FUTA, SUTA, etc.).

• Stays current with government regulations that impact employee taxation, particularly those that cover corporate cafeteria plans, using the BNA online payroll library and other publications and notifications.

• Knowledge of the different government regulations that govern the taxation of Section 125 (Cafeteria Plans) is required in order to avoid non-compliance or government audits for the Deferred Compensation, 401(k), Beneflex, etc., plans offered by the Enterprise.

• Sets up and maintains wage garnishment deductions within ADP EV4 within strict timeframes.

• Processes manual checks when needed for termination payments, special payments, etc., all of which require an understanding of Company policies, allowable deductions and pertinent tax restrictions. Typically, these are urgent requests, requiring knowledge, speed and accuracy.

• Maintains an up-to-date knowledge base of Enterprise policies involving PTO, deferred compensation, benefits, garage plans, Field issues, District Clerical issues, etc., in order to provide excellent customer service to internal customers and to support improvements to the various systems.

• Researches payroll EFTs that were returned or never received by financial institutions. Quick resolution is imperative due to the impact on an associate’s receipt of payment. Appropriate bank contact must be maintained for research of outstanding problems.

• Participates in department projects, providing definition, preparing test cases, and verifying output.

• Supports year-end special processing, including W-2 production/distribution, annual reconciliation of state and local tax liabilities, etc.

• Provides payroll funding requirements to cash management (Treasury).

• Performs other duties as assigned by management.

Selection Criteria:

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  Proven knowledge of Company policies, procedures and workflows.

• Demonstrated ability to use the following equipment: telephone, personal computer, calculator, typewriter, microfiche reader/printer, photocopier, shredder and fax machine.

• Demonstrated ability to keep information confidential.

• Demonstrated good aptitude in business math and accounting.

• Proven ability to analyze situations and determine the proper action needed.

• Demonstrated excellent customer service skills and the ability to deal effectively with internal and external individuals.

• Proven ability to prioritize and adjust schedules in order to handle a diversified and fluctuating workload and meet deadlines.

• Demonstrated good oral and written communication skills.

• Proven willingness to work overtime.

• Proven physical requirements: stand, walk, carry, read, key data into PC, file, sort, type, calculate and perform repetitive motions.

Work Setting:

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  This position works in an office setting and remains in a continuous stationary position for long periods of time while working at a desk, on a computer or with other standard office equipment, or while in meetings. Position requires substantial movement of wrists, hands and fingers for continuous computer work.

Educational Requirements:

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  Associate degree or commensurate experience.

Computer Skills and Knowledge of Hardware & Software Required:

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  Excellent PC skills (e.g., Microsoft Office applications).

• Payroll systems experience, including processing payroll and knowledge of payroll taxes and withholding procedures.

Certifications & Licenses (i.e., Series 6 & 63, CPA, etc.):

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  None required.

Position Demands:

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  Extended hours required during peak workloads or special projects.