Job description

POSITION SUMMARY
The Payroll and HR Specialist will process bi-weekly payroll using online payroll service. Must maintain ongoing maintenance of payroll system, GL interface to ensure accurate collection and output of custom payroll reports and data; development of payroll reports using system report writing function, ongoing auditing, analysis and reconciliation of payroll data and reports; and maintenance of payroll records and files. Maintain up to date and accurate employee data.

The Payroll Specialist provides broad professional HR services to all Eden Housing managers and employees in the areas including (and not limited to): Payroll, Benefits, Employment and Policy Administration/ Compliance. The Payroll Specialist is responsible for excellence in customer satisfaction and operating cost efficiencies for functional areas and serves as a resource to both managers and employees. Provides supports to the other members of the human resources team, as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Payroll:

• Process payroll according to payroll processing requirements. This includes processing Eden Housing’s regular payroll on bi-weekly basis, managing the wage garnishment process, quarterly and year end task, participate in addressing and responding to wage and hour complaints, prepare the termination paperwork for departing staff.
• Reviews payroll for accuracy and distributes paychecks per company policy. Prepares and issues manual paychecks, as needed. Maintains associated files and payroll records consistent with applicable federal and state laws.
• Interprets company policies and governmental regulations affecting payroll procedures. Stays abreast of changes in laws and regulations governing the processing of payroll.
• Reviews wage, payroll and tax reports generated by payroll service for accuracy of total wages, and labor distribution. Analyzes results, investigates any problems, and resolves discrepancies, as appropriate.
• Records changes affecting net wages such as exemptions, insurance, and benefit coverage for each employee to update master payroll records.
• Develops, prepares, analyzes, and interprets periodic reports of wages and allocations.
• Prepares labor distribution information for the purpose of determining department and project costs and preparation of project invoices.
• Communicates with people managers on the submission of timesheets, personnel action forms and other documentation needed for processing biweekly payroll.
• Communicates changes to employees regarding wage and tax laws, timesheet submission, completion of payroll forms, calculation of pay or paycheck distribution.
• Maintains timely and accurate recordkeeping systems for vacation and sick leave accrual and nontaxable wages.
• Create and maintain payroll procedures manual in conjunction with the Sr. Payroll Specialist.
• Subject Matter Expert with Dayforce payroll modules that need configuration setup and adjustments, manage support tickets.
• Update policies and procedures in the Employee Handbook and intranet (myEden)

Provide administrative support to the Director of Human Resources Ops and Sr. VP of Human Resources.
Assisting with implementation of new procedures and training
Prepare for and lead people manager payroll training. Revise and create new materials as needed.

• Ensure timely and accurate processing of all personnel transactions to improve upon the overall operational effectiveness and efficiency of the human resources function.
• Assist with miscellaneous duties and projects as assigned.

COVID Protocol & Apricity Administration

• Manage the Apricity application by sending notifications to supervisors every workday between 10-11am
• Maintain an accurate list of employees in Apricity; assist employees resetting Apricity password, registration, or log in issues in a timely manner.
• Contact High/Intermediate risk and provide covid protocol
• Override Apricity status if needed
• Answer covid question and provide guidelines
• Check if test results are uploaded (positive and negative results)
• Do contact tracing for each positive case (confirm with supervisor and employee)
• Follow up with employee on return date and provide updates to supervisors
• Update ACTIVE, POSITIE and INACTIVE COVID tracker list
• Provide report of positive cases to Director of Human Resources Ops and Sr. VP of Human Resources (Include reason of taking covid test, vaccination status, type of vaccine and booster shot status)
• Keep records of High Risk/Intermediate risk for each month in a excel tracker list
• Update COVID policy in Apricity following new guidelines.
• Order covid kits via Amazon (confirm address for each case)

COVID Pay and Leave Entitlements

• Manually post covid hours in Dayforce
• Submit leave PAF and return PAF for each case in a timely manner
• Create new “PAYROLL LEAVE PAY by PP” spreadsheet for the Human Resources Operations Manager and Sr. Payroll Specialist (putting all FMLA cases (covid and not covid related) in one place only.
• Notify employee of their FMLA rights and responsibilities

OTHER DUTIES AS ASSIGNED
SUPERVISORY RESPONSIBILITIES
This position may supervise temporary employees, volunteers, interns, or trainees, as needed.

EDUCATION and/or EXPERIENCE

• Bachelor’s degree (B.A.) or equivalent in human resources management or business-related field preferred.
• OR an equivalent combination of education and experience.
• 3 years payroll processing experience, preferably using Ceridian’s and Dayforce Internet based HRIS/Payroll Service. Solid understanding of payroll administration and payroll tax laws as well as accounting operations.

PREFFERED SKILLS and/or ABILITIES

• Bilingual in English and Spanish. Able to effectively communicate (read, write, and speak) in both languages
• Ability to analyze financial data. Acceptance and application of the confidential nature of the position.
• Extensive knowledge of state and federal labor laws.
• Experience coordinating and delivering best practices training and development programs.
• Able to work with wide variety of personalities and deal with each person in an effective and professional manner. Solid experience advising managers regarding performance management and employee relations.
• Proven experience using payroll systems and programs.
• Strong presentation, communication (verbal and written), influence, decision-making, interpersonal, conflict resolution and time management skills. Ability to communicate and interface professionally and sensitively to staff, board, residents and public. Able to work independently and as part of a team.
• Able to research, analyze, solve, and follow through on complex tasks. Able to successfully meet deadlines and achieve goals. Flexible, agile, innovative, accurate, detailed-oriented, and well organized.
• Commitment to the companies’ goals and philosophy including excellence in customer service and communication. Able and willing to travel to all company locations to provide HR services.

CERTIFICATES, LICENSES, REGISTRATIONS

• SHRM or payroll certification, preferred.

LANGUAGE, MATH & REASONING SKILLS
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, training outlines, needs assessments, and operational manuals and procedures. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Ability to define and articulate problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand, walk, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

JOB DESCRIPTION REVISION
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job. While this job description is intended to be an accurate reflection of the current job management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change. This job description replaces all previous descriptions for this position.

MUST BE FULLY VACCINATED

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