Job Description:

Description

SUCCESS AT WESTERN STATES: Western State's culture is based on passion for our Vision, Mission, and VALUES. We are fiercely committed to SAFETY and sending every employee, safely home, every day. We strive for EXCELLENCE in all we do and are proud to be a "play to win" organization. We act with INTEGRITY in each and every decision we make. Our People and TEAMWORK drive a fun and engaging culture. We are ACCOUNTABLE as individuals and as an organization.

JOB SUMMARY:

The Sr. Payroll Administrator is responsible for the accurate processing, preparation, documentation, and distribution of bi-weekly payrolls in five states. This position utilizes a strong understanding of multi-state payroll processes and laws to ensure accuracy and efficiency among processes, reporting, and compliance. As a member of the payroll team, the successful candidate will possess a positive, self-motivated attitude, be detail oriented with an analytical eye for critical review, possess abilities to mentor other team members, and have a true passion for payroll processing.

ESSENTIAL FUNCTIONS:

Safety

• Actively cares, promotes, manages, and advocates safety at Western States. As a leader and team member in the organization, it is critical to ensure all employees, vendors, and clients have a safe work environment while adhering to all applicable safety policies, procedures and standards.


• Maintains clean/clutter free personal work areas to ensure safe environment for all WSECO employees.


• Adhering to required personal protective equipment (PPE) as identified in safety policy.

Payroll Administration

• Serves as a member of the payroll team to timely and accurately prepare and balance bi-weekly payroll and any applicable supplemental payrolls to include uploading hourly time and processing salary PTO requests.


• Enters, maintains, and processes payroll information including wage changes, deductions, court orders and garnishments.


• Creates and transmits payroll files for direct deposit advices, 401K, benefits, and finance (General Ledger).


• Prints and distributes live payroll checks as applicable. Processes termination payroll checks in a timely manner to ensure regulatory compliance.


• Processes new hires, employee changes, and terminations through the HRIS system.


• Maintains the accuracy of all accruals.


• Pays applicable federal and state taxes in accordance to payroll timelines. Compiles, balances, and files quarterly reports for federal and states taxes.


• Provides information to employees and managers on payroll and tax issues. Creates payroll reports according to schedule and as needed for other departments.


• Audit payroll and maintains documented audit procedures to ensure the accuracy and integrity of the payroll system and processes.


• Guides employees and managers on inputting changes in the Manager and Employee Self Service system.


• Manages and troubleshoots employee and supervisors/managers issues in Microsoft AX (timekeeping system).

Compliance

• Knowledge of applicable state and federal payroll and related tax regulations, legislation and guidelines including, but not limited to: writs of garnishment, child support, levies, subpoenas, non-resident alien and U.S. tax treaties.


• Drive processes and systems (Payroll, HRIS, Benefits, LOA, WC) continuous improvement while ensuring compliance with all federal and local laws and regulations.


• Ensure optimal performance of Payroll System, application testing of System updates and evaluation of Payroll products and services.


• Partners with finance to produce required reports and documentation needed for company financials, both timely and accurately.


• Ensures that benefits, leaves of absences, and workers compensation processes are accurately administered from a compliance perspective and efficiently from a systems perspective. May manage or participate directly in leave and/or workers compensation administration.


• Keeps informed about changes in tax and HR laws that apply to the payroll process.


• Prepares year end schedule in coordination with HR team and oversees all year-end payroll activities.


• Oversees distribution of employee W-2s and 1095-Cs.


• Complete special projects as needed.


• Provides backup to other HR department members as needed.

SKILLS, KNOWLEDGE, AND ABILITIES:

• Advanced experience utilizing Microsoft computer products or other comparable systems preferred. Intermediate to advanced Excel skills required.


• Knowledge of applicable state and federal payroll and related tax regulations, legislation and guidelines including, but not limited to: writs of garnishment, child support, levies, subpoenas, non-resident alien and U.S. tax treaties.


• Remains calm and focused while working with a multi-state payroll process both during payroll runs and in between while preparing for the next payroll run.


• Establishes and maintains effective working relationships with others to include customers, vendors, employees, governmental entities and the public.


• Exercises independent critical thinking to analyze and resolve challenges proactively with strong attention to detail.


• Strong computer system skills with an emphasis on payroll and HRIS systems.


• Ability to present information, respond to questions, relate well to all levels of the workforce.


• Set and manage priorities and be a team player that motivates and educates other team members.


• Proven skills in written and verbal communications, planning, organizing, leadership and interpersonal relationship building.


• Ability to consistently and accurately meet mandatory deadlines.


• Consistent attendance.


• Ability to maintain confidentiality.

EDUCATION AND EXPERIENCE:

• Bachelor's Degree in Accounting, Business Administration, Human Resources or related area preferred.


• Five plus years of payroll experience in a multi-state environment including tax preparation and filing required. Ultimate Software knowledge and employee and manager self-service experience preferred.


• Three plus years payroll management experience preferred.


• Experience managing at least one systems integration.


• Ultimate experience a plus.


• Must be able to communicate (speak, read, comprehend, write in English).

PHYSICAL CHARACTERISTICS:

• Must be able to sit for long periods of time along with walking, standing, climbing stairs, reaching pushing, pulling, leaning and twisting.


• Able to lift up to 30 lbs in accordance with Western States' Lifting Safe Work Practice to include amount and approach.


• Must be able to meet all safety requirements for applicable safety policies.