Payroll Specialist

POSITION PURPOSE:

The Payroll Specialist performs advanced and complex payroll functions to ensure the accurate, timely, and compliant processing of employee compensation. This position independently manages complex payroll transactions, interprets and applies payroll policies and applicable collective bargaining provisions, resolves escalated payroll issues, and performs reconciliation and reporting activities. The Payroll Specialist serves as a subject matter resource for payroll processes and may provide guidance, training, or review of the work of other payroll staff. Validate employee pay hours to ensure an accurate and timely bi-weekly payroll. Apply pay rules as stated in the ATU and Teamster Labor Contracts, Non-Bargaining handbook and DOL requirements.  To understand pay cycle processing and knowledge of ADP Payroll. Assist Payroll Manager as needed. 

ESSENTIAL JOB FUNCTIONS:

• Independently process complex payroll transactions and ensure the accurate and timely payment of employees in accordance with established payroll schedules, policies, procedures, applicable laws, regulations, and collective bargaining agreements.
• Process and resolve complex payroll adjustments and transactions, including retroactive pay, wage corrections, supplemental payments, final pay, garnishments, tax withholding adjustments, benefit deductions, and other payroll-related corrections.
• Research, interpret, and apply payroll policies, procedures, collective bargaining provisions, and applicable federal, state, and local laws and regulations to ensure consistent and compliant payroll administration.
• Investigate and resolve escalated payroll discrepancies, employee inquiries, and complex pay-related issues; identify root causes and recommend or implement appropriate corrective actions.
• Review payroll data for accuracy, completeness, and compliance prior to and following payroll processing; identify discrepancies and perform necessary corrections and adjustments.
• Perform payroll-to-general-ledger reconciliations and research and resolve variances between payroll records, accounting records, benefit deductions, tax liabilities, and related financial systems.
• Prepare, maintain, and analyze payroll reports, records, reconciliations, and supporting documentation for management, Finance, auditors, and other internal or external stakeholders.
• Support internal and external audits by gathering documentation, researching payroll transactions, responding to inquiries, and assisting with the implementation of corrective actions or process improvements.
• Assist with year-end payroll activities and reporting, including the reconciliation and verification of payroll records, taxable wages, deductions, and other information necessary for required tax reporting and employee wage statements.
• Maintain current knowledge of payroll laws, regulations, tax requirements, benefit deductions, and payroll best practices.
• Identify opportunities to improve payroll processes, internal controls, documentation, and system utilization; recommend and assist with implementing process improvements.
• Maintain the confidentiality and security of employee payroll, tax, and personal information in accordance with applicable policies and laws.
• Serve as a technical resource to payroll staff, managers, and employees regarding complex payroll matters.
• May train, mentor, provide guidance to, or review the work of other payroll personnel to promote accuracy, consistency, and adherence to established procedures.
• Use Trapeze software to create file for operator work hours to be transfered to ADP. Validate exceptions using the Attendance, Run & Block Status from the Operations Control Center (OCC), Extra Board Run Assignments and Operator Mark-up. Upload completed file to ADP using the transfer to ADP website. 
• Provides requested information for record request.
• Manage garnishnment set ups and changes in ADP.
• Assist in reviewing preview check register and making corrections as needed.
• Prepare check requests and backup documentation for payroll deductions paid through Accounts Payable or an ACH deposit.
• Each pay period monitor employees on extended absences or paid return to duty to ensure pay hours or non-paid hours are accurate in ADP timecard.
• Prepare thirteen-week wage statements for Worker’s Compensation claims. Maintain payroll worker’s compensation documentation. Enter light duty work hours to employee ADP timecard using approved time sheets from the Risk Department.
• Update payroll markup binder for each new markup. Maintain operator run changes and selections during the markup period.
• Prepare payroll off-cycle checks.

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MARGINAL FUNCTIONS:

• Performs other work-related duties as assigned.

REQUIREMENTS:

Education and Experience:

A combination of education, training, and experience equivalent to:

• Associate degree in Accounting, Finance, Business Administration, Human Resources, or a related field.
• Two (2) to four (4) years of experience in payroll, accounting, human resources, timekeeping, or a related administrative role.
• Experience working in a unionized environment is preferred.
• Experience using payroll and timekeeping systems, preferably ADP, Trapeze or similar payroll software.
• Experience supporting payroll or timekeeping system implementations or migrations is preferred.

Machines, Tools, & Equipment Used:

• Ability to operate small office equipment, including copy machines or multi-line telephone systems, as well as a computer for both data entry, word processing, and/or accounting purposes.

Licenses/Certifications:

• None required.

QUALIFICATIONS:

Knowledge:

• Principles, practices, and procedures of payroll administration.
• Applicable federal, state, and local payroll, wage, tax, and withholding requirements.
• Payroll accounting principles, including payroll-to-general-ledger reconciliation.
• Garnishments, levies, tax withholding, benefit deductions, and other payroll obligations.
• Collective bargaining agreements and the interpretation and application of pay-related provisions.
• Internal controls, audit requirements, recordkeeping, and confidentiality practices.
• Payroll and human resources information systems and related financial or accounting systems.
• Microsoft Office applications, particularly Excel.

Skills:

• Processing and reviewing complex payroll transactions with a high degree of accuracy.
• Researching and resolving payroll discrepancies and complex employee pay issues.
• Performing detailed reconciliations, analysis, and problem-solving.
• Interpreting policies, procedures, collective bargaining provisions, laws, and regulations.
• Organizing and prioritizing work to meet critical payroll deadlines.
• Communicating complex payroll information clearly and effectively, both orally and in writing.
• Maintaining confidential and sensitive information.

Abilities:

• Work independently and exercise sound judgment in resolving complex payroll matters.
• Analyze payroll data, identify discrepancies, determine root causes, and implement appropriate solutions.
• Interpret and consistently apply established policies, procedures, and collective bargaining provisions.
• Establish and maintain effective working relationships with employees, management, Finance, Human Resources, benefit providers, auditors, and other stakeholders.
• Maintain a high level of accuracy and attention to detail while managing multiple priorities and strict deadlines.
• Provide technical guidance, training, and work review when assigned.

Confidentiality and Discretion:

This position requires the highest degree of discretion, judgment, and professionalism in the handling of highly sensitive and confidential information. The Payroll Specialist:

• Has access to confidential employee, payroll, tax, banking, compensation, benefits, personal, and other protected information and is expected to safeguard such information at all times.
• Must strictly limit access, use of, and disclosure of confidential information to authorized business purposes and individuals with a legitimate business need to know.
• Must handle information in accordance with applicable laws, regulations, HART policies, and internal controls.
• Is expected to exercise sound judgment in all communications, maintain appropriate privacy and security safeguards, and immediately report any suspected unauthorized access, disclosure, loss, or misuse of confidential information.
• Must maintain confidentiality as an essential responsibility of the position and a fundamental condition of employment.

Physical Demands/Work Environment:

• Work is generally performed in a professional office environment with extended periods of computer and keyboard use.
• Ability to maintain concentration and accuracy while working under strict payroll processing deadlines and managing confidential information.
• Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 25 pounds.

It is the responsibility of all HART employees to provide a safe and secure environment for HART customers, contractors, visitors and fellow co-workers. HART employees are also responsible for:

• Adhering to stated policies and procedures relating to health and safety, security, and quality management.

• Recognizing and reporting all accidents and hazardous conditions.

• Assisting in the development of workplace safety procedures for their respective departments.

• Promoting workplace safety procedures within their department.

• Adhering to procedures relating to the proper use and care of equipment and materials for which the role has responsibility.

Note: The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. The statements are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All employees may perform other duties as assigned.

The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.

EEO Compliance: HART is committed to equal employment opportunity for all persons, regardless of race, color, creed, national origin, sex, age, marital status, sexual orientation, gender identity or expression, disability, veteran status or other status protected by Federal or State law. 

ADA Compliance: Reasonable accommodations are available to persons with disabilities during the application process and/or interview process in accordance with the Americans with Disabilities Act.