Payroll Administrator

JOB SUMMARY

The Payroll Administrator is responsible for administration of the HRIS and payroll functions including the timely processing and reporting of required pay data and related reports. In support of the Director of Finance, the Payroll Administrator will assist with various financial responsibilities and special projects as assigned.

ESSENTIAL DUTIES

Responsible for the Agency-wide functions of payroll and personnel data management, ensuring the accurate and timely processing of required new hire data, timecards, taxes, benefits, and garnishments. 

Reviews, time and attendance coding, wage computations and other related information to detect and reconcile payroll discrepancies.  

Process manual checks and distribute/mail timely in accordance with California State Labor Laws. Ensure all employee earnings and deductions are accurate.

Generate reports utilizing the Human Resources Information System (HRIS), ensuring that new hire reports, wage garnishment information, and Economic Development Department verification of earnings and other required reports are filed in an accurate and timely manner.

Monitor timely completion of all personnel documentation based upon regulatory frameworks, including but not limited to California and Federal Labor Laws and Agency policy.

Serve as Payroll Administrator of the HRIS including set up and termination of Users. Ensure maximum confidentiality as allowed by the system set up. Monitor access and report any suspicious activity.  Recommend changes to ensure the highest level of security.

Maintain all job positions within HRIS.

Coordinate employment verification to outside agencies. 

Daily travel for mailing of payroll checks, termination paperwork, and other certified office mail.

Assist other departments with various payroll and employee reporting requests.

Maintain up-to-date Organizational Charts, monthly.

Regular attendance is required to perform the essential functions of the job.

SECONDARY DUTIES

Maintain driver’s license and vehicle insurance records for all employee drivers. 

Communicate with employees about upcoming expiration.

Prepare monthly Health and Welfare Benefits Report for submission to the HR Department.

Prepare payroll reports for our annual financial, 401K and Workers Compensation audits.

Support accounts payable.

Support the Director of Finance and other departments as requested.

MINIMUM REQUIREMENTS

Education Required:    A.A. degree in Business Administration, accounting or graduation from a certified program specific to payroll/benefit’s administration and management.  Experience may be substituted for education on a two-year for one-year basis.

Experience Required:  Three years payroll/human resources administration experience working with complex and confidential personnel/payroll matters. (Experience with Paycom a plus.)

JOB SPECIFICATIONS

Knowledge Required:  Knowledge of State and Federal Wage & Hour/Labor Laws, electronic file management systems, payroll processing, strong analytical and organizational skills.

Equipment used:         Paycom cloud-based payroll and HRIS system, PC; laser printer, copy machines, 10-key calculator, voice-mail telephone system, fax machine, and smart phone.  Software programs: Microsoft Office, Word, Excel and Outlook email.  

SKILLS/APTITUDES/TEMPERAMENTS

• Good command of the English language, verbally and in writing and the ability to effectively communicate  in both forms.
• Ability to maintain a high degree of confidentiality.
• Ability to organize and compile data quickly and accurately.
• Ability to perform work with a high degree of detail under varying circumstances and pressures.
• Ability to foster good employee relations.
• Must be self-motivated with the ability to work independently.
• Ability to interact with diverse population.
• Must have high tolerance for repetitive requests and frequent interruptions.

EMOTIONAL EFFORT

This position requires the ability to problem solve, prioritize multiple tasks, and work well under pressure and deadlines. Work environment occasionally hectic (fast paced) with irregular short deadlines and a frequent number of critical or unusual situations.  High emotional effort involved with customers (internal and external).

LICENSES/INSURANCE/TRANSPORTATION

Must possess a valid California driver’s license, proof of insurance, and have access to reliable transportation.

Must possess and maintain a California Notary Public Commission.

JOB SETTING

Thermostat controlled environmental conditions. Occasional off-site visits to outlying locations.  Occasional extra hours beyond the regular workweek.

PHYSICAL DEMANDS

Must be able to sit stationary for extended periods of time performing computerized tasks. Good dexterity in hands, wrists, fingers, and arms.

Duties and responsibilities may be added, deleted, or changed at any time at the discretion of the management, formally and informally, either orally or in writing.