Job Description

Job Description:

Primary Duties:

Under the direction of the Director of Accounting, the Payroll Specialist is responsible for the accurate processing and compliance of the multi-state payroll. This position is responsible for all payroll administration and the training of new employees. The Payroll Specialist must ensure that employees are paid accurately by processing and reviewing all payroll documentation. This position is responsible for providing accurate and timely financial data to leadership, by maintaining correct and up-to-date records, reports, and supporting data.

Specific Duties:

1. Collects all payroll documentation, verifies, inputs, processes, and reviews all payroll information for accuracy all the way through to successful transmission and receipt of live payroll from ADP. Calculate payroll-related payments (i.e., garnishments, Federal & Multi-State taxes, Health & Welfare payments, Alliance Retirement, etc.).
2. Requires strong commitment to maintaining confidential information at the highest level.
3. Prepares and reviews for accuracy and information: all monthly, quarterly and annual payroll-related reports (i.e., Contractor’s Plan & Alliance, W-2’s, 1099’s, etc.) received from payroll provider and/or create manual reports where needed.
4. Answers employee payroll questions, prepare wage verifications, troubleshoot payroll issues, processes and prepares payroll check(s) manually as required.
5. Maintains all employee payroll records: Generate records; timely filing of all payroll documents. The reverse process is required when employees terminate employment including closing out benefit enrollments, garnishments, etc.
6. Prepares/gathers required payroll records as requested by auditing agencies and be prepared to answer questions by the auditors (numerous agencies throughout the year including worker’s comp payroll review, SourceAmerica, retirement, and accounting audits).
7. Follows all federal and multi-state DOL regulations regarding employee wage and hour law as well as guidelines for federal contract employees and client participants who are paid under special wage certificates and Service Contract Act regulations.
8. Processes all state monthly, quarterly, yearly tax reports, in a timely manner.
9. Trains employees and new hires on the timekeeping system.
10. Works closely with the P&C Assistant for monthly reconciliation of benefit invoices before processing payment.
11. Conducts monthly retirement reconciliation with P&C Assist to ensure the correct deductions are being made.
12. Responsible for tracking and collecting premium payments for employees who are on qualified leave such as FMLA.
13. Accurately sets up new time off plans in ADP, per contracts.
14. Sets up new business licenses and state identification numbers for new contracts and for new states.
15. Assists other departments with monthly/quarterly reports, and Nobis Enterprises QER report.
16. Assists with special projects for Accounting Department as required.
17. Performs other related duties as assigned.
18. Must maintain an excellent attendance record and be deadline driven.
19. Requires some overtime to meet payroll schedules and occasionally during some holiday periods.
20. Serves as backup to telephone rotation on an as-needed basis.

Minimum Experience:

Two-three years "recent" experience in multi-state payroll preparation.

• Should have hands-on experience with general payroll practices, proficient in the use of human resource and payroll systems, excellent with Microsoft Office including Excel spreadsheets, ability to perform numerical detail work with speed and accuracy, possess strong audit skills, and highly organized with an obsessive aptitude for filing. Preference is given for experience with the ADP payroll system and Sage/MAS 200.

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