Payroll Assistant

Payroll Assistant

Job Description

 

 

Title: Human Resources/Payroll Assistant

Department: Human Resources & Payroll

Classification: Non-Exempt

Reports to: Payroll Managers

Revised: February 2024

 

   POSITION SUMMARY

Responsible for coordinating employee human resources and payroll related tasks in accordance with company policies and procedures and applicable state and federal laws.

PAYROLL DUTIES AND RESPONSIBILITIES

• Demonstrates commitment to company’s mission, values and standards of ethical behavior
• Models a positive and professional image that emulates the organization's mission and encourages a spirit of cooperation with co-workers. Provides assistance to co-workers and promotes teamwork by sharing information useful to achieving desired results.
• Ensures residents are treated fairly, with kindness, dignity, and respect, and their rights are protected at all times.
• Complies with all company and departmental policies and procedures.
• Processes payroll per facility payroll schedule, company policies and applicable laws, to ensure accurate, timely receipt of paychecks.
• Maintains a thorough understanding of all payroll functions, company policies and procedures, federal and state wage and hour law, facility pay practices, timekeeping and information systems.
• Ensures checks, records, reports and data are kept confidential and are locked and secure. Discusses employee information with supervisors only on a need-to-know basis.
• Reviews, adjusts and transmits hours to corporate payroll. Codes checks with appropriate department number to assure that salary and wage expenses are distributed to correct department.
• Arranges for all employees to sign their timesheets every pay period.
• Coordinates review with department managers and ensures any adjustments are approved by both employee and supervisor.  Provides daily accounting of missed punches and other required adjustments at daily stand up meeting and ensures they’re resolved within 24 hours.  Reports missing meal breaks and ensures penalty is paid.
• Maintains payroll records for all employees, including setting up new hires, posting changes to current employees and processing termination paperwork in accordance with established policies and procedures.  Ensures paperwork is processed in timely manner.
• Ensures that employee benefits enrollment, changes and terminations are processed in a timely and accurate manner.
• Updates ADP to add or remove people from Leave status.
• Maintains and tracks attendance records. Communicates to department managers when absence becomes excessive or other issues occur in accordance with the Human Resource Policy and Procedure.
• Resolves payroll disputes by assisting employees in obtaining information concerning their payroll check, deductions, accruals, overtime, etc., as necessary.
• Prepares financial and statistical reports concerning payroll information as directed.
• May be cross-trained in Accounts Receivable, Accounts Payable, Admissions and Receptionist duties and other appropriate business office functions, and provides support as needed.
• Reports the following in accordance with established facility procedures and regulatory standards:    accidents and incidents; resident grievances, complaints, allegations of resident abuse and/or misappropriation of resident property; occupational exposure to blood, body fluids, infectious materials, and hazardous chemicals; concerns and suspected incidences of non-compliance including but not limited to hazardous conditions and equipment.
• Adheres  to state and federal regulations and company policies and procedures; HIPAA confidentiality standards of resident and facility information; Infection Control, Universal Precautions, OSHA and safety standards; and established safety precautions and regulations in the performance of tasks and the use of equipment and supplies.
• Demonstrates knowledge of facility and departmental quality improvement activities.  Recommends to Supervisor any equipment and supplies needed for the department as well as any departmental improvements.
• Utilizes most efficient, safe and cost effective techniques and methods, and uses supplies and equipment in most efficient manner to minimize waste.
• Works with facility consultants as necessary and implements recommendations as needed.
• Performs other related duties as required

 

Competencies:  To perform the job successfully, an individual should demonstrate the following competencies:

 

·         Professionalism - Approaches others in a tactful and respectful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

·         Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

·         Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in-group problem solving situations as well as autonomously; Uses reason even when dealing with emotional topics.

·         Interpersonal Skills – Needs to be professional and approachable; Focuses on resolving conflict, not blaming; Maintains privacy and confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains calm and focused on the objective or issue; Collaborates with and is open to others' ideas without being judgmental.

·         Oral Communication - Speaks clearly, succinctly, and persuasively in positive or negative situations; Listens and gets clarification; Responds well to pressure and to questions; Demonstrates group presentation skills; Participates constructively in meetings.

·         Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet audience needs; Presents numerical data effectively; Able to read and interpret written information.

·         Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

·         Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.

·         Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

·         Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.

 

Education and/or Experience: 

·         2-4 years of related experience and/or training; or equivalent combination of education and experience (Required).

·         Bilingual preferred; English/Spanish

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 essential functions.

 

While performing the duties of this job, the employee must be able to:

·         Remain in a stationary position 20% of the time.

·         Occasionally moves about inside the office to access file cabinets, office machinery, etc.

·         Constantly operates a computer and other office machinery, such as a copy machine and printer.

·         Frequently communicates with all personnel.

 

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, must be available to work irregular hours, shifts, weekends, holidays. The noise level in the work environment is usually moderate. Employee will constantly work in indoor/outdoor weather conditions.

 

I have reviewed and understand the responsibilities of the position of a Human Resources/Payroll Assistant.  I understand that this position is designed as an non-exempt position and I need to spend more than 50% of the workweek performing these duties; if I don’t perform these duties, I need to notify management. I understand that nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.