Payroll Specialist

GENERAL DESCRIPTION OF WORK:

Accountable for performing a variety of payroll processing and timekeeping functions for all pay groups while maintaining a high level of accuracy. Utilizes payroll systems, time and attendance software, and other applications in daily operations. Responsibilities include, but are not limited to, verifying hours worked, entering and reviewing employee leave hours, updating timekeeping records, calculating and verifying payroll information, maintaining and distributing employee payroll checks, investigating and resolving payroll discrepancies, maintaining accurate payroll records, and running and reviewing payroll reports. Exercises independent judgement in reviewing payroll information, applying established VIA policies and Working Conditions, and resolving routine payroll discrepancies. Responsible for ensuring compliance with applicable VIA policies, procedures, and processes. Work is subject to automated and periodic verification and is performed under general supervision.

ESSENTIAL FUNCTIONS:

Responsible for verifying employee timekeeping records across all pay groups in the applicable systems to ensure accurate payroll processing. Verifies the accuracy of Maintenance employee roster changes, including assigned schedules and scheduled days off, and assists with establishing and updating Office employee schedules and rosters as needed.

Performs complex payroll calculations, including manual calculations for prior payroll adjustments, and assists with retroactive pay calculations to ensure accurate payroll processing.

Independently performs daily, weekly, and pay-period balancing and reconciliation of timekeeping records to ensure all adjustments and corrections are accurately recorded and accounted for. Researches and resolves discrepancies, seeking additional assistance when necessary, to maintain the accuracy and integrity of payroll records.

Researches and resolves employee and retiree payroll and deduction discrepancies, including those involving employee leave balances. Reviews payroll and leave transaction histories to identify discrepancies, coordinates with supervisors, timekeepers, Human Resources, and other departments to obtain necessary information and documentation, processes applicable payroll adjustments, and refers matters requiring additional action to the appropriate personnel.

Independently reviews and applies applicable VIA payroll policies, procedures, and Working Conditions provisions to verify the accuracy and validity of payroll requests. Ensures requests comply with established policies and procedures and include required supporting documentation before processing. Obtains clarification when necessary and escalates matters requiring further interpretation or management review.

Reviews, enters, and processes employee timekeeping records, including hours worked, leave hours, and payroll adjustments. Determines and applies appropriate pay codes based on supporting documentation and established policies and procedures, and verifies the accuracy of entries to ensure proper employee compensation.

Reviews and verifies the validity of payroll adjustments, including confirming that payment has not previously been issued. Prepares necessary adjustments in the appropriate timekeeping systems and maintains supporting documentation for the processing of special payroll payments.

Independently researches and responds to employee and retiree inquiries regarding payroll, deductions, and timekeeping in a timely manner. Explains payroll calculations, resolves discrepancies, and escalates matters requiring additional review or assistance.

Processes and verifies employee and retiree tax withholding and direct deposit changes to ensure accurate and timely updates to payroll records.

Assists in establishing, updating, and maintaining employee payroll records, including verifying position and pay rate information for accuracy and completeness. Organizes, files, and scans payroll documentation to ensure accurate and complete records.

Researches, compiles, and provides payroll records and supporting documentation in response to management requests, annual and internal audits, employment verifications, open record requests, legal requests, and other authorized inquiries.

Maintains employee tool allowance balances and reimbursement records using spreadsheets. Calculates eligible reimbursement amounts and verifies requests against available balances to ensure accuracy.

Provides backup coverage for other Payroll Specialists across all pay groups, independently performing assigned payroll processing, timekeeping verification, balancing, and adjustment responsibilities as needed.

Independently plans, prioritizes, and organizes assigned payroll activities to ensure accurate and timely completion of work within established payroll processing deadlines.

Maintains the confidentiality and security of sensitive payroll, financial, and personal information pertaining to current and former employees and retirees.

This job description excludes marginal functions that are incidental to performing the job. Other duties may exist.

REQUIRED EDUCATION AND EXPERIENCE:

High School diploma or equivalent, plus one (1) additional year of college or business school, and three (3) years of payroll experience, or an equivalent combination.

PREFERRED QUALIFICATIONS:

Experience in a unionized environment is preferred.

ADDITIONAL REQUIREMENTS:

Working knowledge of applicable Federal and State payroll laws and regulations, including wage and hour requirements, payroll taxation, and recordkeeping practices.

Basic knowledge of accounting principles and strong mathematical skills, including the ability to perform payroll calculations, reconcile records, identify discrepancies, and accurately enter and verify numerical data using computerized payroll systems and spreadsheets.

Experience using computerized payroll and timekeeping systems to process, review, and verify payroll information, and proficiency in Microsoft Office applications, including basic Excel skills, and the ability to learn and effectively utilize new payroll and timekeeping systems.

Strong analytical and problem-solving skills, including the ability to independently research payroll discrepancies, evaluate supporting documentation, identify causes of errors, and determine appropriate corrective actions.

Strong organizational and time management skills, including the ability to independently prioritize multiple assignments and consistently meet established payroll processing deadlines.

Strong attention to detail and accuracy in reviewing, entering, verifying, and reconciling payroll information, including the ability to identify inconsistencies and ensure the completeness of payroll records.

Effective verbal and written communication skills, including the ability to clearly explain payroll information, respond to inquiries, and communicate professionally with employees, retirees, and other departments.

Ability to learn and apply VIA policies, procedures, and Working Conditions.

Ability to work effectively both independently and collaboratively as part of a team, including sharing knowledge, providing backup support, and adapting to changing payroll priorities and operational needs.

Ability to maintain strict confidentiality of sensitive payroll, financial, and personal information while exercising discretion, sound judgement, and professionalism when handling employee and retiree matters.

Ability to understand and follow established procedures, written instructions, and operational guidelines while exercising independent judgement in performing assigned payroll responsibilities.

Must be able to sit for prolonged periods of time and be fully capable of utilizing calculator and computer keyboards.

Must be able to maintain good work attendance.

Safety Accountability Statement:

- Employees must consider safety in all tasks performed, as well as demonstrate safe judgment and decisions that not only maintain their own safety; but that of fellow employees and customers.

- Demonstrate a professional commitment to assure compliance with all organizational policies, practices, and programs related to safety, health, and system security.

- Employees have a responsibility to identify and report hazards, as well as potentially unsafe conditions, to your immediate supervisor or Safety Department.

- Employees are responsible, and required, to stop a job/task to prevent an unsafe incident or act from occurring. This acknowledges the threat of potential injury, property damage and the opportunity for better judgment to be used.

 Must comply with and support all applicable VIA EEO Policies and Procedures.

PHYSICAL REQUIREMENTS:

Physical ability required to be mobile, bend, stoop, stand, reach, and occasionally lift 5-25 pounds of objects, such as files, equipment and supplies, and books.   

WORK ENVIRONMENTS:

Work involves deadlines and multiple priorities.

Works within a normal office environment.

Occasional exposure to noise from computer printers. 

VIA is an Equal Employment Opportunity Employer, providing equal opportunity to all qualified individuals, regardless of race, color, religion, age, sex, national origin, veteran status, genetic information, or disability.