Payroll Specialist

6 days ago

Pearland, Texas, United States Allied Fire Protection Full time

PAYROLL SPECIALIST

JOB DESCRIPTION

Position Summary:

The Payroll Specialist supports accurate and timely payroll processing by reviewing, verifying, and maintaining employee time and attendance records in ADP Workforce Now. This role ensures that timecards and approvals are properly completed, communicates with department managers regarding discrepancies, submits certified payroll reports, and maintains organized payroll documentation. The ideal candidate has strong attention to detail, excellent communication skills, and experience with multi-system timekeeping environments.

Job Responsibilities include but are not limited to:  

  • Timecard Review & Verification
    1. Review ADP timecards daily for missing punches, days with missing hours, and other discrepancies.
    2. Contact managers for time adjustments based on employee notes or provided information.
    3. Save approved PTO requests to the designated payroll folder.
    4. Create payroll deductions for personal use of company credit card (monthly).
  • Manager Approvals & System Coordination
    1. Check ServiceTrade and Procore for manager approvals.
    2. Move timecards to "Completed" status in Procore once all approvals are verified.
  • Certified Payroll Reporting
    1. Prepare and submit weekly certified payroll reports to contractors in accordance with project and compliance requirements.
    2. Ensure all certified payroll data is accurate, complete, and submitted by required deadlines.
    3. Maintain copies of certified payroll reports and supporting documentation in the appropriate project folders.
  • Communication & Follow-Up
    1. Send emails for missing timesheets, low-hour, or high-hour discrepancies.
    2. Follow up with department managers to ensure timely resolution of payroll issues.
  • Data Maintenance & Adjustments 
  1. Process employee status changes in ADP, Sage, Procore, and ServiceTrade for new hires, transfers, terminations, etc.
  2. Update and adjust employee PTO balances in ADP according to approved requests and policies.
  3. Maintain accurate payroll records and organize documentation in the appropriate payroll folders.
  • Compliance & Business Registrations
    1. Support Business License compliance by ensuring the company is properly registered in all required states, maintaining documentation, and submitting any necessary reports.
    2. Manage and maintain State Unemployment Insurance (SUI) and State Income Tax (SIT) registrations as the company expands into new markets.
    3. Monitor and assist with registrations and renewals to ensure ongoing federal compliance.
    4. Maintain accurate and organized documentation for all business and tax registrations.
  • Collaboration & Support
    1. Partner with managers and HR to ensure compliance with timekeeping and payroll procedures.
    2. Assist with special payroll projects, audits, and reporting as needed.

Knowledge: 

  • Bachelor's Degree in Business Administration, Human Resources, Organizational Development, or related field; or an equivalent combination of education and experience

 Work Experience:  

  • Minimum of 2+ years of payroll or timekeeping experience required
  • Experience with ADP Workforce Now preferred
  • Familiarity with ServiceTrade and Procore is a plus
  • Strong organizational skills and attention to detail
  • Excellent communication and follow-up skills
  • Ability to handle confidential information with professionalism and discretion

 Skills and Competencies: 

  • Excellent written and verbal skills
  • Proficiency in all core areas of processing payroll 

Physical Requirements 

  • 100% Office setting, including sitting, some bending, walking, and viewing
  • Driving to off-site company events for employee engagement support

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