Position title
Payroll Specialist
Description

Purpose to perform accurate calculation and timely distribution of Biweekly employee payroll according to generally accepted standards accounting principles, established procedures, departmental guidelines, and regulatory requirements applicable to the work.

Responsibilities
  • Collect, verify, and record employee's hours worked from multiple internal and external sources
  • Calculate the appropriate totals incorporating overtime, deductions, bonuses, and any other ancillary adjustments
  • Process and monitor garnishment orders
  • Administer statements of payment to personnel electronically
  • Ensure compliance with federal, state, and local laws including remittance of payroll taxes
  • Maintain a database of accurate personnel information and payroll records
  • Conduct regular audits of payroll records to ensure continued accuracy and accountability
  • Address employee concerns about incorrect payments, resolving discrepancies in a timely manner
  • Provide regular reports and updates to department leads and management regarding daily activities and issues
  • Prepare and submit reports to relevant departments and stakeholders regarding payroll financials
  • Support ongoing initiatives for process improvement, data security, data privacy, cybersecurity, and data protection
  • Maintain proper security and confidentiality of payroll office information and records
  • Coordinates with Payroll/Bookkeepers, Finance and HR to ensure timely and accurate flow of information.
  • Prepares off-cycle payrolls as needed.
  • Assist employees who have paycheck questions or concerns by visit, mail, email or telephone call in a timely and courteous manner.
  • Ensures new hires are set-up properly and in a timely manner for pay and taxation.
  • Coordinates with Payroll/Bookkeepers, Finance and HR to ensure timely and accurate flow of information.
  • Invoice creation and tracking: you will need to prepare invoices according to our billing standards
  • Promptly assist clients with payment questions via phone and email
  • Process a variety of customer payments received, including checks, credit cards, ACH, Wires and EFTs.
  • Research and resolve customer A/R issues
  • Proactively communicate with clients with past due invoices to minimize overdue
  • Timesheets arrive daily, after events, or weekly on Mondays. There are some events/staff that they will need to reach out to worker, client, or scheduler for help with gathering times (especially in order to reach payroll deadline); Obtain clarification of unclear names, pay rates/job duties, & new staff with no paperwork.
  • Payroll specialist should have printer. It is not feasible to keep up with 20 pages of timesheets (per client) solely electronically
  • Hours need to be calculated exactly from timesheets or time clock (no rounding), with consideration for breaks.
  • Payroll includes entering hours to accounting system for direct deposit processing payroll for paper checks, online payroll for 1099 contractors (deposits), ACH transfers (?), Online entering and printing of paper checks. Signing, stuffing and mailing or delivering of paper checks.
  • Review (audit) payroll list to ensure hours and pay amounts seem reasonable. Ex. Anyone with too much OT or suspicious overlapping hours should be flagged for review.
  • Update addresses and direct deposit info for staff that cannot self-update.
  • Inactivate employees/contractors from QB online if they haven't worked in recent pay periods. Add new employees/contractors to QB Online Payroll - or send invites for self-enrollment.
Qualifications
  • 2+ years Accounts Receivables management & invoicing experience
  • Knowledge of basic financial, tax, and accounting principles
  • Proficient in QuickBooks Online, Microsoft Excel, ADP, and other Payroll software
  • Basic Microsoft Office skills
  • Familiarity with reviewing vendor invoices for payment of goods and/or services, ensuring requisite documentation is provided
  • Capacity and commitment to work 40 hours a week during traditional daytime business hours supporting clients.
  • Ability to communicate clearly and professionally, both orally and in writing.
  • Willingness to consistently and accurately follow established policies and procedures.
  • A passion for and sense of personal satisfaction in delighting clients and helping small businesses succeed.
  • Confidence in learning and embracing new technology to solve client issues.
  • Experience in developing strong remote team relationships based on trust, accountability, integrity, and sharing of best practices.
  • Commitment to maintain the highest level of confidentiality while working with client data.
  • A dedicated office space that has a reliable, high-speed internet connection.

Screening Criteria:

  • MUST HAVE STABLE EMPLOYMENT HISTORY.
  • 2+ years Accounts Receivables management & invoicing experience
  • Knowledge of basic financial, tax, and accounting principles
  • Experience working with QuickBooks Online, Microsoft Excel, ADP, and other Payroll software
  • Basic Microsoft Office skills
Job Location
WFH Permanent
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