Payroll Specialist II

JOB SUMMARY

The

PAYROLL SPECIALIST II

is responsible for the comprehensive management and processing of payroll, ensuring accurate and timely compensation for all employees. This role includes verifying employee data, ensuring compliance with local, state, and federal regulations, resolving payroll discrepancies, and collaborating with other departments to maintain smooth payroll operations. The Payroll Specialist II plays a critical role in maintaining payroll data integrity, assisting with audits, and ensuring proper documentation of all payroll-related transactions. Additionally, the role involves performing other duties as assigned to support the department's overall operations.

JOB DUTIES AND RESPONSIBILITIES

PAYROLL

PROCESSING

Administer and process the organization's payroll in a timely and accurate manner, ensuring compliance with company policies and applicable laws. This includes gathering and reviewing timesheets, calculating wages and deductions, and issuing payments.

COMMISSIONS PROCESSING

Administer and process the organization's commission payments monthly and ensure the appropriate calculation across all companies and employees. Work with Everstage (commission system) to ensure employees are on correct plans and is calculated correctly.

COMPLIANCE

Ensure all payroll operations adhere to federal, state, and local tax regulations. Continuously monitor updates to payroll laws and make necessary adjustments to payroll procedures to maintain compliance.

PAYROLL DATA MANAGEMENT

Maintain and update payroll records, including job titles, wage rates, benefits deductions, and tax withholdings. Ensure all new hire and termination data is accurately reflected in the payroll system to support timely and accurate payroll processing.

PROBLEM-SOLVING AND TROUBLESHOOTING

Investigate and resolve payroll discrepancies promptly, and address payroll-related inquiries from employees. Collaborate with Finance and relevant department managers to ensure accurate payroll processing and address any concerns efficiently.

AUDITING AND REPORTING

Conduct regular audits of payroll processes to ensure accuracy and compliance. Prepare and distribute payroll reports, including earning statements, tax withholdings, and other related documentation, for internal reviews and external audits.

TAX FILING AND REPORTING

Prepare, review, and submit all required tax filings, ensuring compliance with IRS and state tax regulations. Oversee the accurate preparation and timely distribution of annual W-3 forms and other required tax documentations.

BENEFITS AND DEDUCTIONS MANAGEMENT

Administer employee benefit deductions, including health insurance, retirement plans, garnishments, and other withholdings. Ensure the accurate processing of benefit-related deductions and adjustments in coordination with relevant departments.

COLLABORATIVE WORK

Work closely with Finance and other relevant departments to ensure payroll accuracy and resolve any cross-departmental payroll issues efficiently.

RECORDKEEPING AND DOCUMENTATION

Ensure accurate documentation of all payroll transactions, maintaining confidentiality and security of employee payroll data. Assist in the development and maintenance of payroll policies and procedures to ensure compliance and consistency.

JOURNAL ENTRIES

Record all Payroll related entries and Commission related basis in a timely manner.

CONTINUOUS IMPROVEMENT

Actively engage in process improvement initiatives to enhance the efficiency, accuracy, and overall effectiveness of payroll operations.

OTHER DUTIES AS ASSIGNED. EQUIPMENT OPERATED

Payroll processing software (e.g. QuickBooks, UKG, IES) Commission software (e.g. Everstage) Personal Computer Microsoft Office Suite (Excel, Word, Outlook) General office equipment (fax Machine, copier, desk phone)

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of business ethics. Knowledge of payroll processing, including multi-state payroll, and familiarity with various payroll systems. Knowledge of federal, state, and local payroll tax laws and compliance requirements. Ability to adapt to new technologies and payroll systems. Ability to manage multiple tasks and deadlines efficiently. Ability to communicate effectively and clearly explain payroll policies while resolving inquiries. Ability to work independently and collaboratively with Finance and other departments. Ability to maintain confidentiality and handle sensitive payroll data securely. Ability to operate with integrity and in an ethical manner. Ability to develop commission plans in Everstage and manage ongoing software maintenance. Commitment to continuous learning and improvement, staying current on payroll laws and best practices. Ability to actively support and contribute to company and department initiatives. Skilled in problem-solving and troubleshooting, with a focus on accuracy and compliance. Strong attention to detail, ensuring accuracy in payroll calculations, reporting, and tax filings. Skilled in time management and organization of information. Skilled in operating a personal computer. Skilled in analyzing information for relevant data. Proficient in Microsoft Office Suite (Excel, Word, PowerPoint)

MINIMUM QUALIFICATIONS

High School diploma or equivalent, PLUS Five years of relevant experience Familiarity with payroll software and Microsoft Office Suite

PREFERRED QUALIFICATIONS

Bachelor's degree in Accounting, Finance, or related field. Certified Payroll Professional (CPP) or similar certification. Experience with multi-state payroll processing. Experience with certified payroll associated with federal and municipal projects.

SPECIAL QUALIFICATIONS

Must pass a criminal background check Must be AGILE. The ability to hold yourself and others Accountable, have a personal Growth mindset, ability to act with Integrity, ability to demonstrate Leadership attributes to motivate and support coworkers, and practice Everyday Improvement.

WORK CONDITIONS

Works in a heated and cooled office environment. Prolonged periods of sitting at a desk and working on a computer. Must be able to occasionally lift up to 15 pounds. The above describes the general content and requirements for this job. It is not intended to be an all inclusive list of duties, responsibilities, or requirements.