Payroll Assistant

Position Summary

The Payroll Assistant supports the Payroll and Human Resources functions by helping maintain accurate employee timekeeping, schedules, payroll records, employee profiles, and system information. This position works closely with Payroll, Human Resources, Account Managers, and Operations to ensure employee timecards and payroll related information are accurate, complete, properly documented, and submitted on time.

The Payroll Assistant must develop a strong understanding of all systems and payroll applications used by the company and understand how information flows between the different systems. This position requires strong attention to detail, organization, confidentiality, and consistent daily review of payroll and employee information.

Essential Duties and Responsibilities

Payroll Systems and Timekeeping

• Understand the purpose and functionality of all payroll, timekeeping, scheduling, and operational systems used by the company, including ADP Workforce Now, ADP Workforce Manager, Teams, Sitefotos, and internal tracking systems.

• Assist with adding and maintaining employee schedules in the appropriate systems.

• Configure and maintain HyperFinds for new clients, locations, and operational needs.

• Add new client and work locations across all required systems, including Teams, the company Master location records, ADP Workforce Now, and ADP Workforce Manager.

• Verify that location information is consistent across systems.

• Review employee schedules and determine when schedule adjustments may be required based on assigned locations, hours, or operational changes.

• Coordinate with Account Managers when schedule information is missing, incorrect, or requires clarification.

* Process payroll as needed.

Timecard Management

• Manage USPS employee timecards and review them daily for accuracy.

• Clean and correct timecards daily and communicate with Area Managers regarding missing punches, incorrect punches, schedules, coverage, or other timekeeping discrepancies.

• Import USPS Sitefotos timecards into ADP Workforce Manager according to the established schedule, currently every Monday and Thursday.

• Review all imported timecards to confirm that hours transferred correctly and investigate any discrepancies.

• Review employee punches against assigned work locations and schedules.

• Review location radius settings and site locations for accuracy.

• Adjust approved known places, longitude, latitude, and location radius information as necessary to ensure accurate employee timekeeping.

• Identify unusual or inconsistent timecard activity and escalate concerns to the appropriate area manager.

Overtime and Coverage Review

• Review overtime and Area Manager notes to determine and document the reason for overtime.

• Verify that overtime has appropriate supporting information and escalate missing or unclear explanations.

• Ensure managers enter all required coverage notes when employees cover additional locations, shifts, or employees.

• Review schedules and coverage information to confirm that hours are allocated to the appropriate employee, location, and account.

Time Off and Policy Review

• Review bereavement time entered on employee timecards and confirm that the time requested complies with company policy.

• Identify requests that do not meet policy requirements and refer them to Human Resources or Payroll for review.

• For requests involving three consecutive days of sick time, contact the assigned Area Manager to obtain any documentation required under company policy and applicable law.

• Confirm approved time off is accurately reflected on the employee's timecard and schedule.

Employee Profile Audits

• Review employee profiles regularly to ensure information is accurate and complete.

• Perform employee profile audits daily by dedicating time each day to reviewing a designated number of employee records.

• Pay particular attention to employee custom fields and payroll related information.

• Verify employee location, manager, Area Manager, schedule, employment status, payroll information, and other required fields.

• Update assigned Area Manager information whenever changes occur.

• Identify incomplete, inconsistent, or outdated employee information and coordinate corrections with Payroll or Human Resources.

Daily Responsibilities

The Payroll Assistant is expected to maintain a consistent daily review process that includes:

• Reviewing and cleaning assigned timecards.

• Reviewing timecard exceptions and missing punches.

• Reviewing overtime and manager notes.

• Confirming required coverage notes are entered.

• Reviewing schedules for necessary adjustments.

  Following up with Account Managers regarding outstanding timekeeping issues.

• Escalating payroll discrepancies or unresolved issues promptly.

Key Competencies

• Attention to detail

• Payroll and timekeeping accuracy

• Confidentiality

• Organization and prioritization

• Problem solving

• Accountability

• System proficiency

• Documentation and recordkeeping

• Communication and manager coordination

• Ability to meet payroll deadlines

Position Expectations

The Payroll Assistant plays an important role in ensuring payroll information is accurate before payroll processing. The individual must be proactive in identifying discrepancies rather than waiting until payroll processing deadlines to address them.

The Payroll Assistant is expected to maintain accurate documentation, complete assigned audits consistently, communicate outstanding issues promptly, and ensure payroll and timekeeping records are maintained in accordance with company policies and procedures.