Summary: The Payroll Specialist administers all aspects of the company’s payroll system, functions, time and attendance, reconciliation, audits, reporting, and other related activities; acts as the main payroll expert resource and is the primary contact for employees on all payroll inquiries, issues, problem-solving, training, guidance, and compliance; supports to the Human Resources Department as needed.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

 

  1. Responsible for full administration of the company’s payroll system (Paychex) including time and attendance, payroll processing, new hire data, reporting, system updates, implementation of new features/modules, benefits integration, and related transactions to ensure compliance with company policies and procedures and applicable laws.
  2. Conducts weekly reviews, audits, and closing procedures of employee timecards, PTO or other leave requests for accuracy and compliance.  Works closely with supervisors and/or Human Resources to address timecard discrepancies, issues, or concerns for prompt resolution.
  3. Responds timely to employee payroll inquiries, issues related to timecards, paychecks, voluntary deductions, and other payroll matters.
  4. Accountable for all aspects of the company’s payroll functions, daily activities and data entry for 100+ exempt and non-exempt employees. Calculates accurately and in compliance pay raises, pay differentials, blended pay rates, imputed income, wages and salaries, discretionary and non-discretionary bonus and commission pay, reimbursements, pay adjustments, wage/levy garnishments, tax withholdings, merit increase pay, retro pay, over-time compensation, severance pay, final paycheck, manual paycheck, and other related calculations.
  5. Conducts training (in-person or virtual) to new hires, active employees at all levels of the organization on Paychex time and attendance system navigation and use (i.e., time entry, time editing, scheduling, reporting, leaves requests, etc.), registers new hires and active employees on the company timekeeping system (i.e., Iris clocks); works with Paychex clients services to troubleshoot and resolve any payroll or technical issues promptly and involves the Human Resources Director.
  6. Reviews employee wage statements and W-2 forms for accuracy and compliance.  Distributes or electronically transfers employee wage statements/paychecks and required notices per established deadlines or as needed.
  7. Maintains accurate payroll data/records and employee confidentiality per HIPPA and privacy regulations.
  8. Prepares bi-weekly and out of cycle 401(k) payroll deposit report accurately for import/upload; verifies and reconciles employee’s elected deferrals, employer matching contributions, and loan deferrals to ensure accuracy and compliance with 401(k) plan documents; sends required notification to the appropriate company officials on deposits made; identifies and communicates any issue or concern to the Human Resources Director.
  9. Creates and prepares/runs various ad-hoc reporting (i.e., payroll reports of earnings, hours worked, taxes, insurance, paid leaves, 401(k), FSA, HSA, etc.) using Paychex reporting system and/or other internal systems on periodic basis or as required.
  10. Responds timely to employment verification consistent with company policies and procedures, EDD benefits audit inquiries, wage garnishments, WC wage statements, benefits audits, EDD Work Share claims, and other state and federal agency inquiries; identifies problem areas and immediately involves the appropriate HR representative for advice and guidance.
  11. Supports the HR department with employee data entry, on-boarding documentation, training, filing, scanning, reporting, audits, events, and other projects as needed.
  12. Contributes to the HR team continuous improvement efforts and/or to accomplish departmental goals, targets, and deliverables for success.
  13. Participates in company required training for professional development and proactively seeks to learn and enhance current knowledge of topics related to the role (i.e., payroll laws, IRS regulations, wage and hour laws, wage garnishments, etc.). Provides payroll system best shared practices and recommendation for improvements to the Human Resources Director.
  14. Maintains designated work/office area organized, free of clutter, clean and presentable.
  15. Complies with company policies, practices and procedures.
  1. Participates in proactive efforts to achieve departmental and company goals.
  2. Works effectively and communicates clearly with other employees.
  3. Handles changing deadlines and priorities.
  4. Reviews work for accuracy, completeness and proper authority

 

Supervisory Responsibilities

This job has no supervisory responsibilities.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

 

Decision Quality/Analytical Values and Ethics Teamwork/Adaptability
Customer Service Action-Oriented Technical Skills
Planning and Organizing

Attendance and Punctuality

Delivers Results

Communication Skills

Dependability

Attention to Detail

 

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Education and/or Experience

High School Diploma or GED equivalent required; 4 plus years of multi-state payroll experience (CA state primarily) in manufacturing, and 1 plus years’ experience of recent Paychex Flex payroll system or similar product.

Other Qualifications:

·         Knowledge of federal, state and local wage and hour laws, including IRS, HIPPA and privacy laws; payroll and government reporting procedures, including garnishment, levy, and child support processing.

·         Knowledge of payroll records compliance.

·         Ability to correctly calculate hours worked, over-time, double-time, travel time using weighted average/blended rates, premium pay for rest and meal periods, split shift, and other compensation.

·         Ability to deal effectively with people and provide guidance related this role.

·         Strong critical thinking and problem-solving skills.

·         Ability to deal with strict deadlines and keen sense of urgency toward priorities and issues.

·         Strong organizational skills and attention to detail; ability quickly identify inconsistencies and discrepancies; high accuracy rate and efficiency in         completing multiple tasks.

·         Ability to work independently and meet required deadlines while priorities change.

·         High degree of professionalism in all forms of communication and ability to deal sensitively with confidential information, system, and material.

·         Excellent customer service skills and follow through.

·         Ability to operate multi-line phone and basic office equipment (fax, printer, scanner, etc.)

·         Responsible, dependable, punctual, and enthusiastic with a positive “can-do” attitude.

·         Ability to work in a team-oriented work environment.

·         Ability and willing to work M-F between the hours of 7:30am – 5:00pm including over-time as needed (may include Saturday).

·         Payroll Certification preferred.

Language Skills

Ability to read and comprehend simple to complex instructions, short correspondence, and memos.  Ability to write simple to complex correspondence in a professional manner.  Ability to effectively communicate and present in a professional manner information in one-on-one and small group situations to customers, vendors, and employees of the organization both verbally and written.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percentage.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram/chart form.  Ability to deal with problems involving simple to complex variable situations. Ability to evaluate and analyze numerical reports, plan documents, policies and procedures, applicable local, state and federal regulations to ensure compliance and/or identify inconsistencies and non-compliance.

 Computer Skills

To perform this job successfully, an individual should have strong knowledge and proficiency of Microsoft applications (Outlook, Word and Excel); preparation of excel spreadsheets, application excel formulas, pivot tables is plus; Paychex-Flex payroll system or similar product; time and attendance system; type 45-60 wpm, accurately.

Physical Demands 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to walk and reach with hands and arms. The employee is occasionally required to stand. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

 

PCI is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. PCI is also a federal contractor. Employment may be contingent upon U.S. citizenship or valid “green card” holder status.

 

Being fully vaccinated for COVID-19 is a condition of employment at PCI. Proof of vaccination or an accommodation request approved by PCI will be required prior to starting employment with the Company.

 

This position requires use of information or access to hardware which is subject to the Internal Traffic in Arms Regulations (ITAR). All applicants must be U.S. persons within the meaning of ITAR. ITAR defines a U.S. person as a U.S. Citizen, U.S. Permanent Resident (i.e., ‘Green Card Holder’), Political Asylee, or Refugee.

 

 

 

 

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