Payroll & Systems Coordinator

2 months ago

Twinsburg, United States Trexon Full time
Job DescriptionJob Description

FLSA Status: Hourly/Non-Exempt

Reports To: Trexon Senior HR Generalist

Direct Reports: None

Summary

Trexon's Payroll and Systems Coordinator the in-house payroll processor and systems administrator, working out of its Twinsburg, Ohio headquarters support location. This position's primary purpose is to execute on sound payroll practices, accurate payroll processing, compliance audits, process improvements, data entry and system support. This position leverages outstanding communication, analytical, and time management skills, with payroll expertise to ensure that all employees get paid on time and accurately.

Trexon's Payroll and Systems Coordinator is a dynamic, adaptable, and communicative producer – with a proactive and data-focused approach. This position enjoys the challenge of working with a diverse, dynamic and growing organization with differing locations, jurisdictions, policies and practices.

This role has an incredible ability to manage details and deliverables as a self-motivated, results-driven, solutions-oriented, curious, optimistic, and ambitious professional. This valuable resource demonstrates initiative, problem solving skills with sound business judgement.

This tactical position holds payroll and systems responsibilities, with activities that include payroll processing; tax set up and compliance; payroll configuration within HRIS; reporting; system maintenance; and compliance auditing.

This role requires sharp attention to detail and a dedication to providing exceptional customer service to employees. This role serves as an integral extension of the HR team, contributing expertise in payroll processes and operations, and interfacing with employees on system related requests. Additionally, the Payroll and Systems Coordinator will assist in post-merger payroll integration initiatives, ensuring seamless consolidation and alignment of systems and procedures.

Minimum Qualifications

This is a hybrid position, reporting to our Twinsburg, Ohio office.

Education: Bachelor's degree in Accounting, Finance, Business Administration, Human Resources, or related field is preferred.

Experience: Two (2) to four (4) of experience in a dedicated payroll and systems function, with multiple sites/jurisdictions. Experience with HRIS data management. Prior knowledge of UKG is strongly preferred.

Knowledge: Working knowledge of the payroll lifecycle, taxes, compliance, system administration, reporting and auditing. Demonstrated ability to improve processes and diagnose problems. Training will be provided on internal Trexon processes and systems, as required for this position.

Skills: Must be detail-oriented, responsive, self-motivated and have strong communication skills. Must have demonstrated success in positions that require an understanding of payroll and tax regulations, operating payroll for business locations across the United States. Must have demonstrated success in systems administration, data entry, and reporting. Must practice sound judgement as it relates to matters of significance and confidentiality.

Physical Requirements

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand, walk, sit, and talk or hear. The employee must occasionally lift and/or move up to twenty-five (25) pounds. The employee must occasionally crouch, stoop, or reach. Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus. The noise level in the work environment is usually moderate.

Specific Position Duties

Payroll

  • Process weekly and biweekly payroll for all hourly and salaried employees within our United States locations (AZ, CA, CO, CT, MA, NH, NY, OH, PA, TN). Prepare manual payments when required.
  • Ensure compliance with federal, state and local wage and hour laws.
  • Administer regulatory requirements (garnishments, tax levies, notices, etc.) within HRIS and payroll.
  • Complete final review of timesheets and time off requests and address any discrepancies.
  • Coordinate the 401(k) contribution submission process by inputting accurate data into the vendor portal. Proactively address discrepancies to uphold program integrity.
  • Collaborate with HR and finance teams to address identified issues and optimize operations, ensuring effective implementation and maintenance of agreed-upon solutions within the organization.
  • Ensure that tax setups are compliant and updated with employee changes.
  • Regularly deliver reports containing findings, suggestions, and recommendations for finance and HR decision-making.
  • Ensure payroll reports are accurate and timely, following standards for informed decisions.

Systems

  • Perform regular audits to ensure data integrity. Communicate and collaborate with HR team to resolve any discrepancies.
  • Configure system modules to support business needs (PTO policies, organizational flow, job titles, departments, etc.). Assist in configuration for upcoming acquisitions, collaborating with teams for seamless integration. Provide technical support, ensure compliance, and conduct testing/training for transition.
  • Troubleshoot and provide general support to internal teams and employees via written and verbal communication in a timely manner.
  • Create and maintain branded training collateral to help employees navigate and utilize our systems.
  • Upload data into HRIS and verify accuracy (new hires, acquired employees, salary increases, etc.). Work alongside HR Managers to complete data entry for various business units.
  • Create and run reports to fulfill internal and auditor requests.
  • Identify areas to improve and optimize user experience, efficiency and effectiveness of existing systems. Present, plan and implement improvements.
  • Assist as needed with system projects, enhancements, data entry and continuous improvement efforts.

Compliance

  • Ensure payroll activity, management practices, documentation, audit, and processes are aligned with relevant local jurisdiction and federal wage/hour regulations.
  • Complete monthly and quarterly audits (401k, benefits, payroll, etc.) to confirm that our internal and external data are aligned.
  • Review paper mail items, update relevant information as needed, and forward to appropriate teams as required.
  • Audit and review benefit deductions and invoices as needed. Reconcile against election and enrollment information in carrier sites to ensure that employees have the right level of coverage, have the appropriate deductions being deferred, and that the company is being accurately billed.
  • Evaluate legacy payroll practices for risk and compliance.

Escalating known and emergent needs promptly, that require intervention and support to Corporate HR for resolution.

Other responsibilities, initiatives and ad-hoc projects as required.

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