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Payroll Specialist

4 months ago

South Portland, United States H.B. Fleming, Inc. Full time

**Responsibilities**: Handles all matters ensuring effective and efficient payment of salaries/wages to staff and employees of H B. Fleming. Ensures accurate processing and recording of weekly/biweekly/monthly payroll. Provides timely and accurate financial information. Conducts daily data entry and performs related work as required. The position also includes the handling of daily office functions, such as answering and directing calls, sorting mail, etc.

**Key Result Areas**:

- Review hh2 entries, check for discrepancies, verify/manage payroll information and approve for export.
- Review and confirm correctness of employee timesheets.
- Gathers and tracks time records of employees and calculates hours worked to make accurate payments.
- Calculates, deducts, and processes taxes and other benefits that are offered to team members.
- Manage and track employee retirement contributions, overtime and paid/unpaid time off.
- Issuance of pay checks, manage direct deposits, benefit withholding, payroll deductions, paid leave, sick time reporting and the monitoring of employee’s hour compliance.
- Respond to inquiries and resolve issues related to payroll.
- Provide support to other financial personnel in an organization.
- Coordinates efforts between the payroll department and other departments such as human resources to ensure accurate employee data.
- Foster communication and compliance between various departments of the company as it pertains to payroll administration.
- Handles and monitors the use of the electronic timekeeping system.
- Act as administrator of company timekeeping software
- Maintains employees’ records, including the correct entry of changes in employee’s status.
- Ensures maximum compliance with local, state, and federal laws and regulations.
- Ensures prompt update of all software for accurate payroll processing and administration.
- Prepares and applies accounting standards to all financial matters.
- Ensures the proper filing of tax and voluntary deduction reports.
- Ensures the updating of the company’s payroll procedures.
- Collect and process expenses and per diems for all employees.
- Use customized software tools to easily track and manage all the aspects of the payroll administration system.
- Process Certified Payroll reports as needed and required by the client, State and Federal agencies.
- Perform specific duties as they relate to insurance plans, i.e., weekly deductions.
- Process expenses, including mileage and per diems.
- Collaborate with other departments on gathering yearly audit information.
- Process accurate and timely year end reporting (W-2, 1099)
- Manage workflow to ensure all payroll transactions are processed timely and accurately.
- Provide backup to AP/AR if/when needed.
- Answer and direct phone calls within the office
- Maintain an open line of communication with the field crews.
- Other duties as assigned.

**Qualifications and Skills**:

- Must be detail-oriented with excellent organizational skills.
- Able to deal with difficult, sensitive, and confidential information.
- Strong interpersonal (verbal and written) communication skills.
- Strong ability to maintain confidentiality in the course of work.
- Ability to always exercise discretion.
- Strong ability to perform tasks accurately.
- Ability to work under intense pressure.
- Ability to handle multiple tasks and meet deadlines.
- Excellent problem-solving skills.
- Excellent time management skills.
- Understand all aspects of payroll regarding laws and regulations in multiple States.
- Must be able to demonstrate sufficient knowledge around payroll taxes.
- Proficiency in the use of the timekeeping system will be an added advantage.
- Possess outstanding accounting and math skills.
- Ability to work with a team as well as with external auditors.
- Excellent administration skills.
- Working knowledge of payroll best practices

**Education and Experience Requirements**:

- Associate degree in Accounting, Business Administration or Finance
- 3-5 years’ experience in payroll processing
- Working knowledge and understand of Federal and State laws/regulations.
- Experience with Certified Payroll and the Davis-Bacon Act

**Benefits**:

- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance

Schedule:

- 8 hour shift
- Monday to Friday

Work setting:

- Office

**Experience**:

- Accounting: 1 year (preferred)

Ability to Commute:

- South Portland, ME 04106 (preferred)

Work Location: In person