Senior Payroll Specialist II

Overview

The Sr Payroll Specialist II is an important member of the Accounting Department with responsibilities for end-to-end bi-weekly payroll processing, ensuring timely and accurate processing and payment of employee wages, and overall regulatory and organizational compliance for AHRC Nassau and its Affiliates.

The Sr Payroll Specialist II operates under the guidance of the Payroll Manager. As a team player with excellent communication, analytical, proficient computer skills, and must be pro-active keeping up-to-date with payroll best practices, rules and regulatory compliance. These skills are required to effectively perform wage and tax compliance processing.

In addition, the position will support the continuous evaluation of payroll processing to transform the department through increased use of technology, assisting in the development of policies and procedures.

This position embraces diversity in all its forms and strives to create an inclusive, welcoming environment where every individual feels valued. They demonstrate cultural awareness and actively support a culture of equity and inclusion.

Responsibilities

Primary duties and responsibilities include but not limited to

Payroll Processing and Year End Reporting

• Ensure clear communication with program staff, HR team, and other departments for timely review, completion and approvals of timecards and change of status forms, where applicable.
• Review/enter manual and electronic timesheets via the UKG (WFM) time and attendance system before importing to the (UKG- UltiPRO) payroll database for wage processing.
• Ensure overtime and supplemental payments are accurately calculated and allocated as per policy and compliance protocols.
• Responsible for processing of 3rd party sick pay, car-allowance adjustments, quarterly or year-end adjustments for Form W-2 reporting and distribution, and other adjustments on an as needed basis.
• Generate/support the review of the Pre and Post pay cycle required reporting; including but not limited to payroll registers, employee deduction summaries and tax reconciliations.
• Review the accuracy of employees’ PTO benefits in accordance with the agency policy before payouts.
• Review and reconcile employees’ pay data; on Leave of Absence, Paid Family Leave, and Suspension status for accurate payment and accrual updates.
• Timely research, resolve, and communicate employee wage inquiries, resolve payroll tax discrepancies, multi-period errors, and wage garnishments.
• Review reports to support the final payroll transmission to ADP for print services.
• Prepare off-cycle payrolls and manual checks as necessary.
• On an as needed basis, will occasionally assume the duties of the Assistant Payroll Manager.

Internal/External Compliance Audits/reporting

• Ensure compliance with changes to Federal, State, and Local DOL, FLSA, and IRS legislative regulations.
• Generate UKG reporting requirements for payroll auditing and employee verification inquiries.
• Ensure compliance with correspondence regarding garnishments, tax agency notices and internal/external audits.
• Prepare and provide post cycle and periodic adhoc payroll reports for internal/external audit requests to the Accounting or other Departments as required.

Systems & Processes

• Work with Payroll Management to review departmental workflows to refine and organize areas for process improvements.
• Work with the Payroll Manager to assist with payroll processing vendor, UKG, to open cases to solve business needs.
• Support and assist with peer training on UKG systems for payroll and internal payroll policies and processes.
• Note: This job description is not intended to be an exhaustive list of all activities, duties, or responsibilities required of the employee. Responsibilities and tasks may evolve or change at the discretion of the organization.

Education and/ or experience required

Associate degree plus 3-yrs’ relevant experience OR

High School Diploma / GED equivalent plus 5-years relevant experience

Considered a Plus

Certified Payroll Professional (CPP) certification track

Kronos, UKG Pro, ADP, Workday

Skills, Licenses and/ or competencies required

• Proficient knowledge/ skills in Microsoft Office, excellent proficiency in MS Excel.
• Professional written and verbal interpersonal and communication skills – ability to communicate with operating management, staff, and other departments.
• Strong professional work ethic, excellent problem-solving skills, attention to detail, and sensitive to confidential data and documents.

Physical Demands/Work Environment

This position is primarily performed in an office environment and requires regular use of standard office equipment, including computers, telephones, printers, and scanners. Essential functions involve reviewing documents, entering, and retrieving information, and communicating with employees and other stakeholders. The employee may occasionally maintain a stationary work position for periods of time, move throughout the workplace, and lift or transport materials weighing up to 20 pounds.

Employees must be able to perform the essential functions of the position, with or without reasonable accommodation.