Perform payroll functions for the company. Administer pay for employees on leaves of absence. Prepare budget, variance reporting, and monthly budget forecasting for HR. Monitor HR expenses to achieve annual financial plan. Prepare personnel budgets, variance reporting, and forecasting for corporate business groups. Respond to various Accounting/CFO requests for personnel expense data, including those from external auditors. Provide backup for Office Services NY/SF budget preparation, variance reporting and forecasting.
Essential Duties & Responsibilities include the following. Other duties may be assigned.
All tasks are to be performed in an accurate, complete and timely manner demonstrating a sound understanding of area of responsibility.
Accurately process payroll for employees in multiple locations and entities on a weekly and/or biweekly basis.
Thoroughly audit master file changes and make necessary corrections before transmitting payroll.
Review bi-weekly benefit download files, investigate unusual entries, and adjust benefit deduction data in the payroll system before transmitting payroll.
Accurately assess the impact of benefit program cancellations and before refunding payments to employees, apply appropriate taxes and ensure accurate year-end reporting of wages and taxes.
Receive audit reports and checks/vouchers, thoroughly audit payroll entries and distribute checks in a timely manner.
Download payroll information from vendor and interface with general ledger to ensure funding of payroll prior to pay date. Accurately balance general ledger interface with ADP.
Coordinate with IT Manager to ensure new CTI general ledger accounts and new ADP data fields are correctly mapped and incorporated in each payroll funding when adding a new building or Corporate Department.
Maintain accurate and complete documentation to support payroll activities in an audit-ready manner.
Set up new employees on payroll system in a timely manner.
Set up new employees in KCI budget system in a timely manner to accurately reflect future cash flows.
Prepare accurate required reporting, including monthly management reporting for PTO, allocations, etc. within established timeframes.
Prepare accurate and complete ad hoc reporting within established timeframes and maintaining confidentiality of individual employee compensation data.
Set up and maintain garnishment payments in accordance with applicable laws and regulations. Provide required information to collecting agencies.
Accurately process manual checks and payroll adjustments as required within established timeframes.
Accurately set up special payrolls for special payments, including bonuses as required.
Process stop payments in a timely manner.
Review W-2’s for accuracy and distribute within established timeframes.
Maintain and communicate payroll schedule including deadlines for data submission.
Promptly respond to and resolve payroll inquiries from staff.
Administer ipay website and encourage employee self-service for payroll history and duplicate forms.
Coordinate with HR Generalist to ensure accurate pay for employees on leaves of absence including ensuring third-party payments are processed correctly, coordinating use of accrued PTO with employee, and ensuring PTO and third-party pay do not exceed plan specified maximum earnings.
Calculate and process employer portion of FICA and Medicare for employees receiving MetLife disability pay.
Prepare 401(k) funding analysis and wire transfer documentation within established timeframes.
Thoroughly review and prepare for payment all ADP payroll-related invoices.
Provide accurate and timely information to Property Accounting for payroll audit issues.
Verify and balance quarterly and annual state and federal payroll compliance and tax returns.
Ensure all payroll activities conform to company policies and standards and federal, state and local laws and regulations.
Perform monthly and quarterly reporting and respond to ad-hoc requests for payroll-related and labor statistics from government entities.
Perform semiannual audit of Paid Time Off utilization and prepare reporting.
Prepare and manage annual budget for HR, ensuring expenses are coded appropriately and the annual financial plan is achieved.
Prepare annual personnel expense budget for the each of the Corporate business groups.
Assist corporate business Group Heads with the analysis of current and future personnel expense; prepare customized reports as needed.
Thoroughly analyze personnel variances for all corporate departments each month and clearly document the cause of the variance within timelines established by Corporate Accounting; accurately forecast all corporate departments’ personnel expenses.
Promptly respond to various requests for information regarding personnel data. Utilize payroll system to extrapolate relevant data in usable format for requestor.
Responsible to manage the preparation and distribution of Annual Compensation Statements ensuring high quality, error free deliverables within established timeframes.
Monitor special payments for the EVP, Human Resources.
Manage the collection and data entry of imputed income.
Provide payroll data to Accounting on dispositions in preparation of the close; true-up numbers and deliver new data following close.
Coordinate with Corporate Secretary in establishing EINs in states where we are not presently an employer.
Complete miscellaneous tasks and projects as assigned in a timely manner and with a high quality work product.
Provide excellent customer service to both external and internal customers by:
Building positive relationships with customers
Taking initiative to identify customer needs and provide service that meets or exceeds customer expectations
Communicating effectively in person as well as via telephone and email.
Resolving difficult situations through the use of effective problem-solving skills
Non-Essential Duties & Responsibilities:
Provide back up for input and maintenance of data in HR Perspective, performing periodic audits, as assigned.
Location Specific Duties & Responsibilities: None
Supervisory Responsibilities: None
Essential Skills and Qualifications:
Advanced working knowledge of payroll accounting issues, procedures and practices as evidenced by 7 years of experience in a related function.
Demonstrated ability to manage multiple tasks and priorities to conclusion.
Demonstrated ability to effectively identify and resolve problems.
Demonstrated ability to respond to changing and sometimes ambiguous situations.
Demonstrates sound and accurate judgment.
Strong oral and written communication skills.
Demonstrated ability to find, access, evaluate and use information.
Demonstrated ability to read, analyze, and interpret technical procedures, government regulations or documents with a similar degree of complexity.
Demonstrated ability to write routine reports and correspondence.
Demonstrated ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
Demonstrated ability to deal with problems involving several concrete variables in standardized situations.
Intermediate proficiency in Microsoft Word and Excel.
Advanced proficiency with ADP payroll software.
General working knowledge of budget preparation and the sources of favorable and unfavorable variances.
Demonstrated ability to choose among alternatives when completing work. Work is periodically reviewed by management at key intervals for advice/guidance prior to completion.
Non-Essential Skills & Qualifications: None
Bachelor’s degree (B.A. or B.S.) in Accounting or related field from a four-year college or university.
Minimum 7 years experience processing payroll for a similar-size company.
Certificates, Licenses, Registrations: None
The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of the job. Physical demands include extended periods of sitting.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work environment characteristics are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee works primarily in a large office building.