Payroll Administrator

PURPOSE:

The primary purpose of this position is to administer and support the accurate and timely processing of biweekly payroll through Immanuel Living’s payroll system. This position is responsible for maintaining employee time and payroll records, reviewing payroll data for accuracy, coordinating payroll-related deductions and benefits, and ensuring all required payroll, tax, retirement, insurance, Payroll-Based Journal (PBJ) and other regulatory reporting is complete.

The Payroll Administrator works closely with Human Resources, Finance, employees, benefit providers, and other departments to ensure payroll and employee compensation information is accurate, timely, and properly recorded. The position is also responsible for reconciling payroll and payroll-related benefit accounts, preparing payroll journal entries, supporting general ledger accuracy, and assisting with payroll-based reporting.

This position provides support to the Chief Financial Officer and other Finance staff on payroll-related projects, reporting, audits, reconciliations, and process improvements.

DUTIES:

Payroll Administration and Paycom Support

• Administer and support biweekly payroll processing through Immanuel Living’s payroll system, ensuring payroll is accurate, timely, and compliant with established policies and procedures.
• Maintain employee payroll records and payroll-related documentation in accordance with applicable laws, regulations, and organizational policies.
• Work closely with Human Resources to maintain and update employee status and payroll records, including new hires, terminations, compensation changes, leave, garnishments, health insurance, childcare deductions, and other payroll-related changes.
• Review payroll information for accuracy and completeness prior to payroll processing and identify and resolve discrepancies.
• Coordinate paycheck delivery to employees.
• Provide employee and departmental support related to payroll processes, timekeeping, deductions, and records.
• Troubleshoot payroll and timekeeping issues and coordinate with Immanuel Living’s software support when additional assistance is required.
• Assist with the implementation, testing, and maintenance of software and reporting functionality, system updates, and process improvements.
• Maintain appropriate payroll files, records, reports, and documentation.
• Compile and distribute productivity and payroll-related reports on a biweekly basis.

Payroll Accounting and General Ledger Reconciliation

• Prepare payroll journal entries and supporting documentation for posting to the general ledger.
• Reconcile payroll and benefit-related general ledger accounts on a regular basis, including payroll expense, payroll liabilities, tax liabilities, retirement contributions, and other payroll-related accounts.

Payroll Tax and Regulatory Reporting

• Ensure compliance with required monthly, quarterly, and annual payroll reports and filings, including federal and state payroll tax reports, unemployment insurance filings, workers’ compensation reports, retirement/pension reports, and other required submissions.
• Work with appropriate personnel on reconciliation and submission of Payroll Based Journal (PBJ) reporting in a timely manner.
• Assist with the preparation and electronic submission of year-end W-2s and other required employee tax documents.
• Monitor payroll reporting deadlines and ensure required filings and payments are completed accurately and timely.
• Research payroll reporting requirements and assist with responding to payroll-related audits, inquiries, and requests for documentation.

Employee Insurance, Retirement and Benefits

• Reconcile employee insurance and other benefit deductions and employer contributions between payroll, benefit invoices, and general ledger accounts.
• Process benefit-related payments and maintain appropriate supporting documentation.
• Coordinate with Human Resources and benefit providers to resolve payroll and benefits-related discrepancies.

Other Duties

• Assist the Chief Financial Officer with payroll-related projects, audits, reconciliations, reporting, and process improvements.
• Assist with payroll-related internal controls and documentation and recommend improvements when appropriate.
• Provide backup support for Accounts Payable as needed.
• Communicate with supervisors, Human Resources, Finance staff, employees, vendors, and other stakeholders regarding payroll and benefits matters in a professional and considerate manner.
• Participate in training, meetings, in-service educational classes, and on-the-job training programs as scheduled or required.
• Attend staff and departmental meetings as directed.
• Maintain strict confidentiality of employee, payroll, benefits, and financial information.
• Maintain positive and effective working relationships with employees, supervisors, departments, vendors, and the public.
• Perform other duties as assigned.

Education and Experience

• Associate degree or equivalent education from a two-year college or technical school; relevant education and experience may be considered in lieu of a degree.
• Minimum of five years of progressively responsible payroll experience, preferably in a multi-departmental or complex payroll environment.
• Demonstrated experience with payroll processing, payroll reporting, payroll reconciliations, and payroll-related accounting.
• Experience working with an automated payroll and/or human resources information system; experience with Paycom preferred.
• Demonstrated ability to work with payroll, timekeeping, benefits, and accounting data, including identifying and resolving discrepancies.
• Experience with general ledger reconciliations and payroll-related journal entries preferred.
• Experience with payroll tax, retirement, benefits, unemployment, workers’ compensation, and other regulatory reporting.
• Experience with PBJ reporting preferred.
• Strong computer and software skills, with the ability to learn, troubleshoot, and effectively use payroll, accounting, reporting, and database systems.
• Strong analytical and problem-solving skills, with exceptional attention to detail and accuracy.
• Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive employee and financial information.
• Ability to work independently, prioritize multiple responsibilities, manage projects from beginning to end, and consistently meet deadlines.
• Effective verbal and written communication skills, with the ability to explain payroll processes, procedures, and software functions to employees and other users.
• Ability to establish and maintain effective working relationships with employees, supervisors, vendors, and other stakeholders.
• Ability to adapt to changing systems, processes, regulations, and organizational priorities.
• Self-motivated and able to produce accurate and timely work with minimal supervision in a deadline-driven, multi-tasking environment.