Position Summary
The Payroll Assistant plays a vital role in the payroll team, focusing on providing comprehensive support for onboarding processes and payroll administration. This position is ideal for individuals who are detail-oriented, highly organized, and passionate about ensuring a smooth and positive experience for new hires as they begin their journey with the company. The Payroll Assistant will collaborate closely with HR, other payroll employees, hiring managers, and other key stakeholders to deliver exceptional service and maintain compliance with all relevant policies and regulations.
Key Responsibilities
- Onboarding Coordination: Facilitate all aspects of the payroll onboarding process for new employees, ensuring completion of all required documentation and accurate entry into payroll systems.
- Maintain Payroll Records: Assist in keeping accurate and up-to-date employee electronic payroll files (HR information system), including wage adjustments, changes in employment status, tax forms, and benefits enrollment.
- Payroll Data Entry: Enter and verify employee payroll data, including hours worked, overtime, bonuses, deductions, and leave records, into payroll systems with accuracy and timeliness.
- Process Payroll Transactions: Support the preparation and processing of weekly payroll runs as per company policy.
- Respond to Inquiries: Answer employee questions regarding payroll, benefits, timekeeping, and deductions, escalating complex issues to the Payroll Manager when necessary.
- Compliance and Confidentiality: Ensure that all onboarding and payroll procedures comply with federal, state, and local regulations, as well as internal policies, while maintaining strict confidentiality of sensitive employee data.
- Reporting: Generate regular and ad hoc reports related to onboarding activities, employee status changes, and payroll metrics.
- Continuous Improvement: Identify and suggest enhancements to onboarding and payroll processes to improve efficiency and the overall employee experience.
- Team Collaboration: Work alongside HR and payroll colleagues to coordinate tasks, share information, and support overall department objectives.
- Special Projects: Participate in HR and payroll projects or initiatives, such as audits, policy updates, or technology implementations.
Required Qualifications
- Education: High school diploma or equivalent required; associate or bachelor’s degree in human resources, Business Administration, or a related field preferred.
- Experience: Prior experience in HR administration, payroll, or a related clerical role is highly desirable.
- Technical Skills: Proficiency with Microsoft Office Suite (Word, Excel, Outlook); experience with HRIS or payroll software, or database management is an advantage.
- Communication: Excellent written and verbal communication skills, with the ability to convey information clearly and professionally.
- Organizational Skills: Strong attention to detail, accuracy, and the ability to manage multiple priorities in a fast-paced environment.
- Discretion: Ability to handle sensitive and confidential information with integrity and professionalism.
- Customer Service Orientation: Friendly, patient, and helpful approach to assisting new employees and team members.
- Problem-solving: Proactive attitude towards identifying issues and finding solutions efficiently.
Preferred Qualifications
- Certification: HR certification (e.g., SHRM-CP, PHR) is an asset but not required.
- Language Skills: Multilingual abilities are a plus, especially in organizations with a diverse workforce.
- Experience: Familiarity with labor laws, payroll regulations, and employee benefits administration.
Core Competencies
- Attention to Detail: Ensures accuracy in data entry and document processing.
- Time Management: Manages workload efficiently to meet deadlines.
- Adaptability: Adjusts to changing priorities and emerging needs in a dynamic environment.
- Teamwork: Collaborates positively with colleagues and external partners.
- Initiative: Anticipates needs, takes proactive steps, and contributes ideas for process improvement.
- Empathy: Demonstrates understanding and support for new employees navigating onboarding and payroll processes.
Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status and any other protected classes.