Job Description

Job Description

Job Description

Description:

Job Description:

Job Title: Payroll Manager

Reports to: Direct: Senior HR Manager / Indirect - Chief People Officer

Work Schedule: Full-Time. Office hours are generally M-F, 8:00 AM to 5:00 PM, with overtime, as needed.

Location: Louisville, KY: Main Office. This role is a Remote

Employment Classification: Exempt, Salary

Status: Fulltime

Position Summary

The Payroll Manager is a very hands-on position, that requires the ability to perform tasks and be accountable for meeting multiple deadlines, as well as manage and review the work of other(s). Responsible for full oversight, preparation and directly accountable for all payroll, payroll tax, benefits, and 401k related processes and reconciliations.

The Manager is responsible for preparing and reviewing the payroll and ensuring all entries are correct before payroll is submitted. The Manager is responsible for overseeing all post-payroll functions and ensuring processes are completed timely and accurately. Including but not limited to: payroll taxes, time and attendance records, payroll deductions, and accrual entries for entire organization. Performs administrative tasks related to hiring, terminations and record keeping. Accurately performs tasks relating to the administration of employee benefits, including PTO, 401k and benefits insurance. Projects and/or reporting relating to employee benefits, workers’ compensation audits, disability, ACA, COBRA, FMLA, ERISA, EEOC, and ADA.

The Manager is also responsible for calculating all mileage and travel to build the matrix for new employees as well as recalculates for changes to home office assignments and home addresses.

Non-negotiable requirements of the position

• Ensure accurate and timely payroll processing, payroll taxes, setup of new offices in the payroll system and with the appropriate tax authorities.
• Collaboration with the accounting/finance department and the compliance department on payroll functions such as provider compensation, stipend payments, CEUs, mileage, phone and other similar payments.
• Establish rapport with providers by answering questions related to payroll, 401k, benefits stipends, etc. that are managed through the payroll function.
• Effectively manage multiple priorities, deadlines and tasks.
• Maintain the Payroll/HRIS system: Paylocity

Summary of Duties and Responsibilities:

• Accurate entry and review of data into the HR/Payroll software to include new hires, deductions, direct deposit, terminations, benefits, status changes, etc.
• Ensure payroll processing is accurate and timely
• Ensure accurate calculations of wages, tax withholdings, benefit deductions and other deductions
• Maintains strong knowledge of system relationship between HR, payroll, and benefits processes
• Maintains benefits records; initiating new-hire benefits; recording changes, benefit administration, workers’ compensation, LOA/FMLA and periodic auditing
• Maintain and monitor company employee census for accuracy
• Establish and maintain working relationships with benefit and service providers
• Lead/manage the insurance/employee benefits open enrollment and new hire enrollment process
• Assist with or direct benefit administration, enrollment, health/wellness and safety programs
• Performs tasks related to EEOC tracking and reporting, ERISA reporting, 401(k), and annual workers’ compensation audits
• In partnership with the HR Manager, performs functions of annual enrollment process, including set up of benefit plans in HRIS, audit and maintain HR files and spreadsheets
• May assist with federal and state compliance, filings, reports, and audits related to administration of employee benefit programs and payroll
• Periodically monitors PTO balances, anniversary dates and other employee data to ensure adherence to company policies
• Establish and maintain healthy working relationships with managers and directors
• Work directly with retirement plan service provider and perform administrative tasks related to 401(k) loan processing, force pays, upload of employee payroll and demographic data
• Support employees in a timely manner with requests relating to payroll, benefits, resources, verification of employments
• Assist with periodic service provider reviews as directed (401(k) providers, insurance and benefit brokers, payroll processing companies)
• Recommend process and technology improvements as related to human resources and payroll systems and workflows
• Maintain sensitive and confidential information
• Perform other incidental and related duties as required or assigned
• Must be able to proficiently and accurately analyze and reconcile large amounts of data from various sources

Abilities, Knowledge and Skills

Effective communication skills to include:

1. Ability to fluently speak and read English
2. Ability to read and interpret documents such as safety rules, handbooks, policies, and procedures
3. Ability to communicate effectively, verbally and written, with all levels of staff

Education, Prior Work Experience, Special Skill and Knowledge Requirements:

• Associates degree or equivalent education and experience
• Minimum of 5 years of full cycle direct payroll processing for 400+ employees, multi-state employer
• Working knowledge of payroll taxes and establishing new payroll tax accounts
• Bookkeeping or accounting experience preferred
• Notary preferred
• Knowledge of labor and employment laws
• Ability to build rapport with all employees
• Must have a positive, professional, customer/employee service attitude
• Strong organizational skills
• Excellent written and verbal communication skills
• Ability to maintain confidentiality
• Ability to multi-task and work in a fast-paced environment
• Self-driven with ability to work in a team environment
• Ability to troubleshoot, research and effectively resolve all issues

Physical Demands and Work Environment

Physical Demands

The physical demands described, here, are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the physical demands.

1. While performing the duties of this job, the employee is regularly required to use hands to handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear.
2. The employee frequently is required to stand, walk, stoop, kneel, crouch, reach, push, pull, bend and sit. On average, this individual may be sitting 80% of their shift.
3. The employee must occasionally lift and/or move up to 30 pounds.
4. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
5. Specific communication abilities required by this job include the ability to talk and hear in order to converse with others, discern, convey, express oneself, and exchange information.

Work Environment

The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job.

1. The noise level in the work environment is usually moderate; lighting is in the standard range.

EEOC Compliance

Family Allergy & Asthma provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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