What are the responsibilities and job description for the Payroll Administrator position at Western States Equipment?
SUCCESS AT WESTERN STATES: Western State’s culture is based on passion for our Vision, Mission, and VALUES. We are fiercely committed to SAFETY and sending every employee, safely home, every day. We strive for EXCELLENCE in all we do and are proud to be a “play to win” organization. We act with INTEGRITY in each and every decision we make. Our People and TEAMWORK drive a fun and engaging culture. We are ACCOUNTABLE as individuals and as an organization. We drive INNOVATION by challenging the status quo and embracing change.
Job Summary
The Payroll Administrator is responsible for the accurate processing, preparation, documentation, and distribution of bi-weekly payrolls in five states. This position requires a general understanding of multi-state payroll processes and laws to ensure accuracy and efficiency among processes, reporting, and compliance. As a member of the payroll team, the successful candidate will possess a positive attitude, be detail oriented with an analytical eye for review and accuracy and have a true passion for payroll processing.
Essential Functions
Safety
Job Summary
The Payroll Administrator is responsible for the accurate processing, preparation, documentation, and distribution of bi-weekly payrolls in five states. This position requires a general understanding of multi-state payroll processes and laws to ensure accuracy and efficiency among processes, reporting, and compliance. As a member of the payroll team, the successful candidate will possess a positive attitude, be detail oriented with an analytical eye for review and accuracy and have a true passion for payroll processing.
Essential Functions
Safety
- Actively cares, promotes, manages, and advocates safety at Western States. As a leader and team member in the organization, it is critical to ensure all employees, vendors, and clients have a safe work environment while adhering to all applicable safety policies, procedures and standards.
- Maintains clean/clutter free personal work areas to ensure a safe environment for all WSECO employees.
- Adhering to required personal protective equipment (PPE) as identified in safety policy.
- Serves as a member of the payroll team to timely and accurately prepare and balance bi-weekly payroll and any applicable supplemental payrolls to include uploading hourly time and processing salary PTO requests.
- Enters, maintains, and processes payroll information including wage changes, deductions, court orders and garnishments.
- Creates and transmits payroll files for direct deposit, 401K, benefits, and finance (General Ledger).
- Prints and distributes live payroll checks as applicable. Processes termination payroll checks in a timely manner to ensure regulatory compliance.
- Maintains the accuracy of all accruals.
- Creates payroll reports according to schedule and as needed for other departments.
- Audits payroll and maintains documented audit procedures to ensure the accuracy and integrity of the payroll system and processes.
- Address employee inquiries and provide information on payroll-related issues.
- Guides employees and managers on inputting changes in the Manager and Employee Self Service system.
- Manages and troubleshoots employee and supervisors/managers issues in Microsoft AX (timekeeping system).
- General knowledge of applicable state and federal payroll and related tax regulations, legislation and guidelines including, but not limited to: writs of garnishment, child support, levies, subpoenas, non-resident alien and U.S. tax treaties.
- Utilizes systems and adheres to processes while ensuring compliance with all federal and local laws and regulations.
- Partners with finance to produce required reports, reconcile payroll related balance sheets, and documentation needed for company financials, both timely and accurately.
- Collaborates with HR and parent company on benefits as it relates to funding and reporting.
- Keeps informed about changes in tax and Dept of Labor regulations that apply to the payroll process.
- Prepares year end schedule in coordination with HR team and oversees all year-end payroll activities.
- Assists with the preparation and distribution of employee W-2s and 1095-Cs.
- Complete special projects as needed.
- Provides backup to other Payroll department members as needed.
- Experience utilizing Microsoft computer products or other comparable systems preferred. Intermediate to advanced Excel skills preferred.
- Knowledge of applicable state and federal payroll and related tax regulations, legislation and guidelines including, but not limited to: writs of garnishment, child support, levies, subpoenas, non-resident alien and U.S. tax treaties.
- Works with a multi-state payroll process both during payroll runs and in between while preparing for the next payroll run.
- Establishes and maintains effective working relationships with others to include customers, vendors, employees, governmental entities and the public.
- Exercises critical thinking to resolve challenges proactively with strong attention to detail.
- Strong computer system skills with an emphasis on payroll and HRIS systems.
- Ability to present information, respond to questions, relate well to all levels of the workforce.
- Set and manage priorities and be a team player that motivates and educates other team members.
- Proven skills in written and verbal communications, planning, organizing, leadership and interpersonal relationship building.
- Ability to consistently and accurately meet mandatory deadlines.
- Consistent attendance.
- Ability to maintain confidentiality.
- Proof of high school diploma or General Education Degree (GED) required. Associate’s degree in accounting or related area preferred.
- Minimum of three years in payroll experience in a multi-state environment including tax preparation and filing required. Ultimate Software knowledge and employee and manager self-service experience preferred.
- Must be able to communicate (speak, read, comprehend, write in English).
- Must be able to sit for long periods of time along with walking, standing, climbing stairs, reaching pushing, pulling, leaning and twisting.
- Able to lift up to 30 lbs. in accordance with Western States’ Lifting Safe Work Practice to include amount and approach.
- Must be able to meet all safety requirements for applicable safety policies.
