Payroll Specialist

JOB SUMMARY:

The Payroll Specialist is responsible for timely and accurate processing of weekly and bi-weekly payroll, ensuring personal data updates, including pay rate, tax withholding, direct deposit, etc., are applied to applicable payroll dates. The incumbent will process weekly payroll for Service technicians which involves coordination of data transfer between the work order scheduling system, a labor reporting system, and the HR/payroll system. Bi-weekly payroll processing is executed within the HR/payroll system and requires data review and adjustments as needed for accurate pay. The Payroll Specialist will also be responsible for the entry and organization of job codes and cost centers into all systems; updates to job codes may occur weekly. The incumbent will work closely with the Assistant Controller to produce job costing and other labor and certified payroll reports, maintain union pay rates and fringes, process union dues payments, and maintain tax localities and records for reporting. Attention to detail and strong organization are critical skills required for this role.

DUTIES/RESPONSIBILITIES:

• Process weekly payroll: Employees in this pay group are non-exempt hourly-paid service technicians, including employees who are members of a local union and fully-benefit-eligible employees. This pay group enters time through a work order scheduling system. The Payroll Specialist is responsible for reviewing, correcting, and uploading data to the reporting and payroll systems for accurate payroll.
• Process bi-weekly payroll: Employees in this pay group include exempt salaried employees and non-exempt hourly-paid office and housekeeping employees. This pay group enters all time worked into the HR/payroll system. The Payroll Specialist is responsible for reviewing, correcting, and reconciling reports for accurate payroll.
• Process off-cycle incentive bonus checks for Service and Solutions sales teams and end of year bonuses
• Enter, maintain, and/or process personnel data in the payroll system; information includes, but is not limited to, hourly and annual pay rates, other earnings, deductions, garnishments, etc.; process pay rate increases and job status adjustments in the coordinating systems for accurate processing of payroll
• Confirm payroll changes are processed for the applicable pay date, including but not limited to pay rate, tax withholding update, direct deposit update, benefit changes, status changes.
• Review, modify as needed, and process time entries for accurate reporting and payroll
• Conduct thorough review of payroll reports to ensure accuracy of pay for hourly-paid employees and reconciliation of salaried employee pay records
• Maintain user reports for monthly allowance programs and reimbursements; ensure allowances are scheduled for applicable employees
• Maintain auto reimbursement reports; record employee mileage, and underage and overage for each month; calculate taxable income for undriven miles
• Process 401(k) election changes for upcoming payroll dates
• Run reports and prepare data as requested for 401(k) audits
• Set up Service and Solutions job numbers and cost code numbers in the labor reporting and payroll systems
• Enter and maintain current union pay rates and fringes in the labor reporting and payroll systems
• File and submit monthly union dues payments, ensuring compliance with applicable deadlines
• Prepare and run weekly labor and job costing reports
• Reconcile payroll to the general ledger and monthly bank statements
• Issue physical checks as required
• Run certified payroll reports as required
• Respond to verification of employment requests from financial institutions
• Troubleshoot and resolve payroll errors
• Maintain payroll tax documents and records; upload current documents to the payroll system
• Prepare payroll reports for benefit reconciliation
• May assist with state and federal compliance reporting and submissions
• Perform other duties as assigned

SUPERVISORY RESPONSIBILITIES: None

QUALIFICATIONS:

• High school diploma or equivalent required; Associate's degree, Bachelor's degree, or certification in a related field is preferred
• Recent experience demonstrating proficiency in payroll processing utilizing payroll software required; Familiarity with UKG, COINS, or HCM Tradeseal software is a plus
• Experience processing payroll for field technicians preferred
• Experience processing payroll for employees represented by local unions preferred
• Reliable transportation in order to meet attendance expectations

KNOWLEDGE, SKILLS & ABILITIES

• Excellent communication skills (oral and written); must be able to effectively relay information to various audience groups, including, but not customers and perspective customers, managers, leadership, colleagues, and business associates
• Excellent interpersonal skills; ability to foster and maintain positive working relationships with individuals internal and external to the company and from various backgrounds
• Excellent mathematic skills; must be able to perform simple and complex calculations
• Demonstrated understanding of payroll processing
• Strong organization skills with the ability to self-motivate and prioritize tasks
• Must demonstrate professionalism and tact in all interactions
• Demonstration of time-management skills with a proven ability to meet deadlines
• Good analytical skills; ability to analyze data and relay trends and potential outcomes; ability to evaluate problems and identify resolutions
• Proficient user of Microsoft Office Suite and Adobe PDF; proficiency with MS Word and Excel is required
• Proficient with or ability to quickly learn payroll software
• Ability to maintain satisfactory attendance

WORKING CONDITIONS

This position operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• While performing the duties of this job, the incumbent will spend prolonged periods of sitting at a desk and working at a computer, as well as regularly required to stand; walk; handle, or feel objects, tools, or controls; climb stairs; see, talk or hear. The employee must occasionally lift or move office products and supplies up to 15 pounds.