Payroll Administrator I

Job Summary

The payroll administrator performs numerous functions that are aligned with the Payroll and Human Resource Department in the processing of payroll and in the recordkeeping of employment-related files. Ultipro is utilized for the payroll and timekeeping systems.

Summary of Essential Job Functions

• Responsible for the accurate preparation, documentation, distribution, and reconciliation of payroll and the administration of the payroll system in a multistate, multi-company environment with multiple types of deductions and additions such as bonuses, commissions, benefits, disability pay, liens, and overtime.
• Reviews the computation of pay and associated deductions for accuracy.
• Monitors, maintains, and corrects accurate records in the UKG/Ultipro timekeeping system.
• Processes hourly and salary payrolls on established deadlines.
• Maintains up-to-date knowledge of city, state, provincial, local, and federal legislation affecting payroll; understands and follows applicable provisions.
• Mail out employees’ direct deposit vouchers and paychecks by specific deadlines.
• Answers employees’ questions regarding payroll policies and how the policies affect pay.
• Responds to employees’ requests for information and documentation.
• Respond to and resolve any inquiries regarding paychecks or payroll reporting.
• Initiates and follows up on employment verification requests.
• Ensure payroll issues are escalated and resolved promptly.
• Monitors and maintains daily investment records regarding the company’s 401(k) plan.
• Maintains files in appropriate filing systems (e.g., personnel, medical, insurance, etc.) For 500+ employees, in both paper and electronic formats.
• Works collaboratively with HR and HRIS manager to improve processes for efficiency, quality, and positive employee experience.
• Develop checklists, procedures, cadences, calendars, and similar job aids to assist both the team and company employees with understanding the payroll process.
• Audits, completes, and files reports for reconciliation through the accounting team.
• Scans and indexes all designated paper documents into an imaging system.
• Performs other departmental tasks as assigned or as the need arises, ranging from stuffing envelopes or taking mail to running and analyzing reports to participating in project teams.

Requirements

• Confidentiality and deep professionalism are necessary, inside and outside the team.
• At least three years of multi-state payroll experience in Ultipro or UKG strongly preferred.
• Dependability, timeliness, and willingness and ability to work standard hours in the office at 4800 San Felipe, Houston office, five days a week are required.
• Advanced knowledge of computer applications such as MS Word, MS Excel, and Outlook.
• College degree not required, though at least some college in accounting or finance is preferred.
• Ten keys by touch.
• Ability to understand and perform various payroll tax calculations.
• APA (American Payroll Association) Certification preferred, consistent ownership of the understanding of best practices regarding payroll preferred.
• Fluent in the English language for written and verbal communication skills.
• Bilingual (English/Spanish) preferred.
• Willingness to learn and grow as a professional.
• Ability to work with others positively and discreetly.

Working Conditions

• Standard office hours for this role are 8:00 AM to 5:00 PM Monday-Friday.
• This position requires on-site presence five days per week during the first 90 days of employment to support onboarding and training.              
• After the initial 90-day period, the role typically transitions to a hybrid work schedule. Three to four days per week in the office are required.
  • When working from home, the employee should remain active on Microsoft Teams, respond to internal and external messages within one to two hours, and complete all daily assigned tasks within expected quality and timeliness standards.
  • Working from home must be seamless and without disruptions. All team members, internal and external customers, should continue to receive excellent customer service without compromise. If any issues impact our ability to deliver that level of service, remote work will no longer be an option, and the employee will be required to work full-time from the office. This includes technical or connectivity issues, among others.
  • To help maintain uninterrupted service, it is highly recommended that employees schedule vacation time, appointments, etc., during their WFH days. The manager should also approve this time away from the desk to ensure consistent coverage. 
  • The person in this role is also expected to be available to work at the office when needed for special projects, training, or any other work-related requirements.
• All employees are expected to use Microsoft Teams as the primary platform for: 
  • Real-time collaboration with colleagues.
  • Task assignment and tracking.
  • Maintaining accountability for deliverables and deadlines.
  • Prompt communication through chats, calls, and group messages. 
• Consistent engagement on Teams is essential to ensuring transparency, productivity, and team alignment regardless of work location.
• Physical requirements are typical for an in-office environment.  Computer, email, and phone-related tasks account for over 80% of the typical workday. Physical requirements include acceptable close vision, fine motor skills associated with typical computer work, communication, and the ability to focus for extended periods.
• Must handle multiple communication inputs and juggle numerous requests daily.
• Must create and maintain effective working relationships with coworkers, vendors, customers, and peers across the team and company.
• Reports to Texas United Management Corporation's HRIS and Payroll Manager.

Other Requirements

• Must be able to complete and pass post-offer checks, including, but not limited to, background, drug, references, and education.