What are the responsibilities and job description for the Payroll Specialist position at Hallmark Financial Services Inc.?
Summary
The Payroll Specialist will be responsible for managing and processing all payroll related activities. Ensuring accurate processing of bi-weekly payroll and providing timely and accurate financial information, including maintaining related records, tax reports and voluntary deduction reports. Responsibilities include managing and maintaining Time and Attendance system and records for compliance with company standards. Organize efficient processing, maintenance and evaluation of payroll data of personnel records in accordance with Federal and State policies.
Essential Duties and Responsibilities
- Compiles payroll data such as hours worked, taxes, insurance, and other deductions to be withheld from time sheets and other records.
- Prepares bi-weekly multi-state payroll, ensuring accurate wages and deductions are posted to payroll records.
- Audits wages computed and corrects errors to ensure accuracy of payroll.
- Records changes affecting net wages such as exemptions, insurance coverage, and loan payments for each employee to update master payroll records.
- Execute time and attendance processing and interface with payroll
- Manage and maintain Time and Attendance with direct interaction of management to ensure accurate and completeness of timekeeping records
- Respond to all Payroll related inquiries from third party or other regulatory agencies.
- Prepares periodic reports of earnings, taxes, and deductions.
- Keeps records of leave pay and nontaxable wages.
- Set up new business registration in various states for tax related purposes.
- Records employee information such as personal data, compensation, benefits, tax data, attendance and termination date and reason.
- Examines employee files to answer inquiries and provides information to authorized persons.
- Determines when and how to upgrade system to meet changing user and organizational needs.
- Maintain and complete system implementation with current updates to ensure efficient operations, processing, and report generation.
- Identify process improvement opportunities to managers and broader team
- Records/tracks and reports PTO for all employees.
- Generate and audit internal and external management reports
- Ensures all audit and SOX controls are in compliance
- Conform with and abide by all regulations, policies, work procedures, and instructions.
Skills and Abilities Required
- Ability to handle confidential information in a discreet and professional manner
- Highly detailed-oriented, strong organizational, multi-tasking, and prioritizing skills
- Ability to work independently and in a fast-paced and high volume environment
- Strong interpersonal verbal and written communication skills
- Ability to communicate with various levels of management
- Decision-making, problem-solving, and analytical skills
- Ability to work under tight deadlines with flexibility
Computer Equipment and Software Requirements
- ADP SmartCompliance
- Workday Payroll
- Strong PC skills including proficiency in Excel
Education and Experience Required
- Bachelor’s Degree
- CPP preferred but not required
- 4-6 years’ experience processing multi-state payroll
- Strong knowledge of federal and state regulations
