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Senior Payroll Specialist

2 months ago

Des Plaines, Illinois, United States Wheels Full time
Job Description:

The Senior Payroll Specialist coordinates bi-weekly and monthly payroll processing for all entities, including maintenance of payroll and time and attendance systems, reconciliation of all input, maintenance of supporting documentation, and preparation of required internal and external reporting.

Key Responsibilities:
  • Bi-Weekly US Payroll processing in Workday
  • Bi-Weekly Canada Payroll processing
  • Ownership of company timekeeping system (Workday)
  • Maintenance of employee records, troubleshooting issues, auditing, balancing, and import of time to Payroll
  • Review of employee timecards to ensure proper reporting of overtime, vacation, benefit, and FLMA time
  • Interface with state and local agencies to activate, amend, and inactivate jurisdictions
  • Input of additional adjustments as requested, such as bonuses and retro pay, department transfers, direct deposit updates, PTO balances adjustments, and terminations
  • Process all involuntary payroll deductions, including levies and garnishments and related payments in a timely manner
  • Maintenance of ADP Smart Compliance for all tax-related issues
  • Interface with 3rd-party vendors to address and resolve payroll-related issues
  • Coordination with the Treasury Department and bank to ensure accurate and timely transmission of payroll funds and tax payments
  • Coordination of all payroll adjustments with ADP Canada
  • Reconciliation of accounts pertinent to payroll
  • Collaboration with Finance on monthly cash and payroll account reconciliations
  • Participation in 401K audit and reviews
  • Participation in worker's compensation audit review
  • Audit of merit increases biannually to ensure accuracy
  • Audit of annual benefit changes biannually to ensure accuracy
  • Collaboration with HR on any and all updates and changes within Workday that impact payroll
  • Reconciliation of Workday to ADP Tax Preparation
  • Preparation of quarterly financial payroll analysis for management, including personnel cost analysis and related supporting schedules, salary review report, and bonuses paid report by individual by type, headcount trend, and employee headcount by department
  • Coordination with payroll vendor to ensure timely filing and payments of all required state and federal tax filings, including Forms 940, 941, and annual W2s
  • Ensure compliance and completion, not limited to, verification of Employment, tax garnishments, court orders, and loan agreement issues
  • Maintenance of Government reporting for compliance through automated payroll service for multi-state, multi-provincial companies
  • Partner with HR to resolve technical issues, processing guidelines, and general troubleshooting
  • Coordination with Human Resources to ensure responsiveness and to minimize duplication of efforts and non-standard processing
  • Primary contact for company personnel for any payroll or timecard-related issues and follow-up in a timely and professional manner
  • Maintenance of all payroll-related documentation and procedures
Leadership Responsibilities:

This position has no managerial responsibilities.

Competencies - Skills:
  • Knowledge of payroll accounting and account reconciliation processes along with related practices and payroll processing principles
  • Knowledge of state and federal payroll laws and regulations
  • Knowledge of general accounting processes, such as vouchers, general ledger, etc.
  • Knowledge of internal control procedures and processes as related to payroll
  • Excellent critical thinking and problem-solving skills
  • Customer service, communication (written, verbal, and listening), interpersonal, analytical, attention to detail, and problem resolution skills
  • Ability to use software, hardware, and peripherals related to responsibilities of job, including MS Office
  • Ability to perform arithmetic calculations
  • Ability to adjust/alter workflow to meet deadlines
  • Ability to process complex verbal and written instructions and translate them into a series of logical problem-solving steps
  • Ability to multitask and meet deadlines within a time-sensitive environment
  • Ability to work in a team and independently
Education and Experience:
  • Bachelor's Degree required - concentration in Accounting/Finance preferred
  • Minimum 5 years' experience with automated payroll systems with Workday payroll & time and absence experience
  • Experience with high-volume payroll (2,000+ employees)
  • Advanced Excel skills, including Pivot tables, VLOOKUPs, and other functions
Job Specifications, Physical Demands, and Work Environment:
  • This is a hybrid position in Des Plaines, Ill, and operates in a professional office environment
  • This is a full-time position Monday through Friday
  • No travel required for this role
  • Speak, hear, and see, and to use hand and fingers for computer keyboard and phone. Sit or stand for extended periods of time. Reach above head to pull paper attachments