Job Title: Payroll and Reporting Specialist
Immediate Supervisor: Director of Compensation
Hours: 40 hours per week, 8am-4:30pm Monday-Friday
JOB OVERVIEW
- Responsible for timely and accurate payrolls for all facilities and business segments.
- Responsible for documenting and following Madonna payroll procedures: maintaining employee data in the Payroll System, correct calculation of pay and processing and distribution of pay and reports.
- Responsible for maintaining Time and Attendance system accurately and timely, system supervisory assignments and maintenance.
- Serves as Payroll and Time and Attendance system administrator.
- Provides supervisors and facility leadership with compensation and payroll related reports and statistics.
- Performs data entry and develops complex and integrated spreadsheets for use in financial analysis and reporting.
- Develops various other reports as needed or requested.
- Serves as a payroll and compensation reporting expert.
- Responsible for assisting with accurate and timely verification of employees wage information.
- Responsible for garnishment processing and record keeping.
- Responsible for processing employee status and other changes accurately and timely.
- Creates notifications to supervisors/managers for employee performance reviews to be conducted.
- Responsible for unemployment insurance claims information processing.
- Responsible for accurate maintenance of employee records, both active and terminated.
- Maintains a high level of confidentiality of all records, employee data and facility practices within the department as well as external to the department at all times.
- Excellent attendance is required and an essential function for this position according to Madonna’s standards and the payroll schedule due to the nature of the duties of this position and the need for Madonna to pay employees accurately, timely, and consistently every payday according to regulation.
- Assists others in Human Resources and HR customers with other duties as assigned, including greeting customers, scheduling, and processing related forms.
- Must demonstrate a high level of integrity and confidentiality of any and all HR information within the department and external to the department.
- Work will be performed in an ethical and legal manner following organizational policies, processes, protocols and procedures.
- Responsible for quality service delivery and internal/external customer relations for Madonna as a whole, including upholding the mission and values for the department and facility.
ESSENTIAL FUNCTIONS
- Coordinates all aspects of the payroll process in order to ensure accuracy of employee compensation, payroll reporting, and compliance with regulations.
- Responsible for payroll processing, processing employee status changes, payroll deductions, W-4 changes and payroll reporting.
- Responsible for processing Direct Deposit changes for employees accurately and timely.
- Reviews and ensures the various payroll reports for accuracy.
- Performs data entry and develops complex and integrated spreadsheets for use in financial analysis and reporting.
- Coordinates the payroll processing time schedule to ensure completion of ongoing tasks for payroll distribution, fiscal year end and calendar year end.
- Reports data relative to payroll for the quarterly report and provides analysis of the data including payroll related statistics, late performance reviews, performance scores, etc.
- Writes and maintains policies and procedures for ensuring consistent standardized effective processes.
- Reviews wage verification forms for employee authorization and computes data as requested, thus providing an efficient and timely service for employees.
- Responsible for preparation and distribution of payroll and personnel reports as necessary to provide managers current accurate information on employees electronically or otherwise.
- Completes unemployment insurance 350 claims timely to manage claim liability and control unemployment insurance costs.
- Manages the PTB and all other leave accrual and other payroll system tables as changes occur. Updates payroll and payroll-related policies and procedures with changes or new information.
- Responsible for entering new employee information in the computer system.
- Generates employee performance reviews notices.
- Generates market notices and reports as directed by Compensation Manager or Vice President Human Resources.
- Responsible for updating the Job and Compensation Tables in the API/HRIS system timely and accurately.
- Responsible for assigning roles in the Time and Attendance System.
- Responsible for completion and processing of garnishments, child support and tax levy forms in compliance with governmental regulations.
- Responsible for verifying accuracy of wage withholding amount during payroll processing to comply with regulations.
- Responsible for planning and coordinating annual W-2 mailing to ensure timely distribution of hardcopies once printed by Accounting.
- Orients new HR staff, managers, supervisors, and facility staff to the payroll, Time and Attendance and reporting systems, policies and procedures.
- Interacts and communicates with co-workers, residents/patients and other individuals in a respectful, courteous, friendly and compassionate manner in accordance with Madonna's Mission and values.
- Communicates and collaborates with others in order to ensure information is clearly and regularly conveyed and disseminated in such a manner which facilitates positive internal and external customer service.
- Follows instruction from supervisor to perform projects and other tasks as assigned in order to achieve the goals within the department and Madonna.
- Assists with answering telephone and greeting and assisting customers in person as needed to ensure excellent customer service in the department.
- Collaborates with Accounting on timeline for annual W-2 printing to ensure adequate planning and supplies for timely distribution and in accordance with IRS regulations.
- Operates personal computer proficiently in order to process payroll, maintain Time and Attendance system, creates and generates various reports from the payroll, Time & Attendance or other spreadsheet software or systems. Maintain data files and statistics necessary for smooth operation of the department, system and facility.
- Maintains a clean, organized and safe environment according to department, facility and department guidelines.
- Handles and operates all necessary equipment and performs required duties according to established safety standards to maintain compliance with regulations and prevent injury.
- Responsible for retention and disposal of payroll related records according to regulations and to ensure proper usage of space.
- Operates telephone to access multi-incoming calls, printers, copiers and fax machines.
- Assist with ensuring cleanliness of equipment and environment.PHYSICAL DEMANDS AND ENVIRONMENTAL CONDITIONS
Sedentary work - lifting up to 30 pounds occasionally with occasional carrying of up to 30 pounds. Some climbing, stooping, kneeling and crouching necessary. Indoor work with some exposure to office chemicals. Normal vision, hearing, speaking required. Requires vision for continual computer use and viewing of reports. Requires mobility to travel to various worksites when needed for training and orienting staff and managers to computer systems. Excellent attendance is an essential function in order to ensure accurate and timely payroll processing for all Madonna facilities and business segments’ employees according to regulation and Madonna’s payroll schedule. Requires flexibility to work extended weekday and weekend hours in order to meet regular payroll deadlines and payroll related projects.
QUALIFICATIONS (Education/training and/or Experience)
- Completion of high school plus one year post-high school education with course work in Human Resources or accounting required.
- Two years related payroll experience in comparable size organization required.
- Additional relevant work experience may be considered in lieu of formal post-high school education.
- Health care payroll experience desirable.
- Knowledge of local, state and federal Wage and Hour and EEO Regulations required.
- PHR or equivalent preferred.
- Must have in-depth knowledge and extensive working experience with computer software, including Microsoft Office Products, i.e., Word, Excel, Access, etc. and HRIS, payroll and Time and Attendance systems.
- Must be proficient with Excel spreadsheets with demonstrated experience developing complex and integrated spreadsheets for use in financial analysis and reporting.
- Working knowledge in operating other office machines and 10-key calculator required.
- Excellent written and verbal communication skills required.
- Must demonstrate integrity and adherence to facility and department confidentiality at all times within the Human Resources department and external to the department.
- Must be able to work in fast paced, demanding situations and be able to interact in a positive manner with staff and the public either in person or by telephone.
- Requires flexibility to work extended weekday and weekend hours in order to meet regular payroll deadlines as well as other payroll related projects and initiatives as assigned.
Background checks are conducted. When specific authorization forms are requested so that full background and history can be obtained, employees/applicants must sign the form(s) requested.
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid sick time
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
