Payroll Specialist

Position Summary

This employee is responsible for ensuring accurate processing and recording of ICM’s payroll, providing timely and accurate financial information, and participating in daily data entry Payroll processing.

Primary Responsibilities and Duties

1. Processing of ICM's bi-weekly payroll.
2. Enters deduction amounts for employee insurance, garnishments, child support, etc. into the payroll/personnel system.
3. Prepares bi-weekly and monthly payroll reports and forms; remits monies from the payroll account to federal and state income tax agencies, benefits carriers, garnishing agencies, third-party plan administrators; prepares summary of run control reports.
4. Downloads bi-weekly electronic file transfer (EFT) and child support files to the bank
5. Generates manual paychecks; processes special check runs as required; enters information into the payroll/personnel system.
6. Calculates retroactive pay adjustments received from the Department of Human Resources.
7. Downloads and archives payroll reports from the payroll/personnel system.
8. Provides salary information to outside agencies for social security benefit computations, income verifications and related information.
9. Handles FMLA process and procedure agency-wide
10. Responsible for unemployment claim process
11. Answers questions and provides information from data requests for payroll records and information; processes court-issued data and payroll information request; processes wage garnishments and tax levies.
12. Answers questions and provides information from ICM employees regarding payroll and deduction amounts; maintains payroll and deduction files and computer printouts.
13. Scans and indexes all payroll related documents for ICM employees.
14. Operates a computer with database, spreadsheet, and word processing software to generate correspondence, memoranda, and reports.
15. Responsible for managing the working relationship with third party payroll vendors and reviewing the work of third-party payroll vendors

16. The position exercises discretion and independent judgment with respect to matters of significance. The position is responsible for helping to keep the agency compliant with all laws, rules and regulations and handles the administrative function of all payroll related matters which is around $10M annually.

1. Other job duties assigned

Qualifications/Specifications

Education: Two (2) years of college or vocational technical school course work in Bookkeeping, Business Administration, or a related area; Bachelor’s degree in Human Resources or a related field such as Business Administration or Finance preferred

Experience: Minimum of 2 years of experience in payroll processing, or related area.

Essential Technical/Motor Skills: Ability to perform tasks efficiently. Able to type and use computer efficiently. Able to operate various office equipment such as copier, multi-line phone system, and fax machine.

Interpersonal Skills: Must be able to successfully interact and communicate with all levels of staff, clients, and customers in an effective manner exhibiting tact, enthusiasm, and patience. Must be a self-motivator with ability to take ownership of job responsibilities. Must have strong organizational skills.

Essential Physical Requirements: Requires full range of body motion including sitting, standing, handling and lifting, manual and finger dexterity, and hand-eye coordination. Able to lift and carry items up to 25 pounds.

Critical Cognitive Abilities: Requires excellent communication and organizational skills. Requires reasoning ability, use of independent judgment, and discretion. Able to demonstrate competence in project management and time management. Requires work with frequent interruptions.

Essential Sensory Requirements: Ability to respond to staff, customer, and client needs in a timely manner by interpreting verbal and nonverbal expressions.

Key Competencies

• In-depth knowledge of general accounting principles and payroll best practices
• Knowledge of relevant software (e.g. Kronos, UKG) and databases
• Knowledge of methods and techniques of payroll processing.
• Knowledge of federal and state payroll regulations.
• Knowledge of computer fundamentals and business software, including database, spreadsheet and word processing software.
• Ability to perform mathematical calculations rapidly and accurately.
• Ability to maintain confidentiality of payroll related information.
• Ability to read and interpret laws and regulations affecting payroll operations.
• Ability to prepare various reports from payroll records.
• Ability to communicate effectively, both orally and in writing with employees of ICM departments and various outside agencies.