Portables is seeking an experienced payroll specialist with a preferred finance or accounting background.

This position sits at our corporate office and requires dedication and attention to detail. The ideal candidate will have hands-on experience performing all activities necessary to process payroll, including maintaining related records, filing tax reports and voluntary deduction reports, processing involuntary deductions such as levies and garnishments, preparing accounting transactions and documents, documenting and updating procedures, and preparing special reports for management. Incumbent is solely responsible for all payroll-related activities. This position works closely under the direction and supervision of the Chief Financial Officer in order to carry out all necessary financial management and fiscal control policies and activities for administration.

DUTIES AND RESPONSIBILITIES:

• Ensures timely processing of all staff payroll in accordance with labor regulations and standard accounting principles. Develops systems and protocols to direct the collection, calculation, and entering of pay data.
• Works with Information Technology, Human Resources, and other contacts (including third-party vendors) to ensure security protocols are in place for all pay systems.
• Maintains updated procedure manual for payroll processing and assists in training of other staff on the payroll system (ADP) in a "super-user" role, to troubleshoot general user questions or basic technical issues.
• Keeps abreast of current payroll tax requirements and relevant laws associated with the processing of employee wage data, including payroll taxes, employee federal and state income and social security taxes, and other required reporting (SUI, workers compensation, deferred benefits, etc).
• Advises management on pay practices related to FLSA, fringe benefit reporting, W-9 and W-4 recording.
• Processes fiscal year-end reports and reconciles W-2 information for accuracy. Reports errors in payroll accounting to the proper management representative. Documents any discrepancies in payroll processing to maintain a clear record of reconciliation and adjustments.
• Works with the Human Resources department to coordinate employee leaves of absence under FMLA, CFRA, or other unpaid leaves. When requested, keeps accurate records of employee unemployment and disability insurance payments to ensure no overlap in state benefits and wage payments occur.
• Helps process wage garnishments, pay levies, and other involuntary court-ordered payments in a timely manner, including reporting to the necessary State office or jurisdiction and assisting employees with general process questions.
• Works with the current pay vendor (ADP) for technical issues with time-reporting systems (handpunch) and resolves any discrepancies resulting from glitches or malfunction of the time reporting hardware.
• Assists staff with general questions related to payroll, leave accruals, wage deductions, fringe benefits, and other pay-related issues.
• Attends workshops, online trainings, and seminars to gain greater systems knowledge (ADP). Provides updated protocols and procedures to system users based on trainings.
• Helps conduct regular payroll reporting as required and assists with financial audits related to pay records and associated general ledger.
• Supports the annual budgeting process by working closely with CFO, HR Manager, and Management in the analysis of payroll costs by department/cost center.
• Performs data entry related to bi-weekly payroll processing and accounts payables relating to the payment of Fringe Benefits.
• Performs filing and upkeep of employee payroll records.
• Generates a computer report of payroll activities for the Chief Financial Officer.
• Assists Accountant in clinic operations accounts data input and report writing.
• Performs other duties as assigned by Chief Financial Officer.
• Masters payroll and timekeeping systems.
• Audits various payroll data entry (timecards, pay rates, overtime, deductions, etc).
• Runs regular payroll audits to catch any discrepancies in timecards.
• Resolves payroll discrepancies by collecting and analyzing information.
• Reconciles payroll prior to transmission and validates confirmed reports.
• Processes manual checks as necessary with approval from the supervisor.