Payroll/Accounting Specialist

SUMMARY 

 Under general supervision, manages the bank’s payroll including processing employee information, calculating wages and ensuring compliance with local, state and federal employment laws.  Additionally, manages HR data, including employee digital records, payroll and time off.   Maintains the ADP system, implementing process improvements, ensuring data integrity, analyzing and reporting on the data within the ADP HRIS system.   As a participating member of the Accounting and finance team, assists with accounting related responsibilities as assigned.

ESSENTIAL DUTIES 

Payroll:  

1. Support processing of electronic time sheets to ensure timely completion by colleagues and supervisors prior to payroll cutoff.
2. Train employees and supervisors on how to utilize the ADP system for submitting requests, tracking time and reviewing data for accuracy.
3. Follow up and resolve exceptions.
4. Answer employee questions about pay records, benefits calculations, taxes, insurance deductions or timesheets.
5. Audit vacation and leave hours each payroll before final tabulations for payroll.
6. Prepare and file payroll taxes, including federal, state and local taxes.
7. Maintain, track, and communicate payroll exceptions and special considerations affecting payroll to Controller, CFO and/or HR Director before payroll is due to be closed for processing.
8. Coordinate vendor payment and vendor management with finance team.
9. Download and distribute requested reports at the close of each payroll for the HR Director and/or CFO.
10. Compiles and prepares annual incentive program, works with CFO and HR Director to write communication re: incentive pay, runs mail merge and distribution.
11. Explain and interpret payroll policies, procedures, regulations and rules.

HRIS Duties:

1. Verify and enter various employee changes received from HR, including, but not limited to time off/leave pay, benefit/compensation, 401 (k) withholdings, parking benefits, employee specific data.  Ensures accurate and current employee information.
2. Maintain and support the HRIS data base.
3. Coordinate approval of payroll changes with HR Specialist or Director of HR
4. Enter changes into appropriate HRIS system.   Send applicable notifications when changes occur.  
5. Respond to employment verification requests and maintain updated records.
6. Ensure that all employee-related documents are kept confidential, and all record retention policies are followed.
7. Maintain tracking and payment of HR-related vendor billings.

ADDITIONAL DUTIES:

1. Assist with data reporting for salary and employee related surveys (100 Best, Milliman, Pearl Myer, etc)
2. Assist CFO and HR Director with pay range data gathering.
3. Assist with annual benefits analysis, data collection and updates.
4. Administer 401k data entry, reporting and tracking as well as audit assistance.
5. Assist finance team with Employee Stock program administration.
6. Complete monthly benefits reconciliation.
7. Primary contact with ADP re: payroll and HRIS functions.  Coordinates ADP updates and communication with HR Department.
8. Parking administration including calculation of parking benefit and expense, vendor management.
9. Establish and protect a good working relationship with HR Specialist as liaison to your role.
10. Complete assigned training. Maintain compliance with Bank’s BSA/AML policies and procedures.
11. Maintain work area in a clean and orderly manner.
12. Support Finance/Accounting team with general accounting and vendor payment functions.

GENERAL 

1. Provide excellent customer service to all internal and external clients by treating people with respect; keeping commitments; inspiring the trust of others; working ethically and with integrity; upholding organizational values; and, accepting responsibility for own actions.    
2. Follow policies and procedures; complete administrative tasks correctly and on time; contribute to the overall profitability of the Bank through cost controls and expense monitoring.  
3. Apply good judgment in decision making and see beyond immediate assignments and act on opportunities and problem areas. 
4. Perform position safely and report potentially unsafe conditions.
5. Work according to established schedules, arriving on time and with a positive attitude
6. Any other duties as defined my management.

QUALIFICATIONS AND DEMONSTRATED ABILITIES 

These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this position.  The requirements listed below are representative of the knowledge, skill and/or ability required to perform the position in a satisfactory manner.  Individual abilities may result in some deviation from these guidelines.

1. Working knowledge as payroll officer, administrator or similar role with at least 3 years of experience
2. Under general supervision, ability to complete a variety of moderately complex duties and to research and resolve semi-complex situations/problems.  
3. Detail oriented with ability to work with limited supervision.  
4. Strong interpersonal skills with the ability to establish and maintain excellent working relationships with external and internal clients and team members.  
5. Excellent written and verbal communication skills, problem-solving, organizational, and time management skills.
6. Excellent computer knowledge and skills in an ADP and Window’s environment.
7. Ability to build mid-level to complex advanced reporting by use of Excel, Crystal reports and HR database software.
8. Ability to work quickly, manage multiple priorities, and meet guidelines/deadlines.

DESIRABLE JOB QUALIFICATION REQUIREMENTS:

1. Experience with ADP Payroll and accounting systems or similar systems
2. Strong math skills with ability to spot numerical or logical errors.
3. Specific knowledge of word processing software utilized at Bank.
4. Working knowledge of Local, State and Federal Tax Regulations.  

 PHYSICAL REQUIREMENTS 

1. Repetitive use of hands such as grasping, twisting/turning of wrists, and finger dexterity necessary to perform various clerical duties such as typing, writing and maintaining files.
2. Frequent use of arms such as pushing/pulling to open and close drawers and cabinets.
3. Ability to sit for extended periods of time at assigned station.
4. Ability to bend and/or reach, and to occasionally lift and carry up to 30 - 50 pounds (boxes of copy paper and/or files for storage).
5. Continuous clarity of vision at 20 inches or less for normal processing of work.