COMPANY WEBSITE: https://enterprisemgmtinc.com/
ALTERNATIVE TITLE(S): Payroll Specialist
COMPANY: Enterprise Management Solutions, Inc.
DIVISION: Human Resources & Administration
DEPARTMENT: Human Resources
UNIT: Compensation & Benefits
ACCOUNTABLE TO: Chief Human Resources Officer (CHRO)
CLASSIFICATION: W8BEN Independent Contractor. 40 hours per week. Exempt.
WORK SCHEDULE: Your work schedule is Monday, Tuesday, Wednesday, Thursday and Friday from 8:00 AM EST to 5:00 PM EST each day. Your unpaid lunch break will be from 12:00 PM EST to 1:00 PM EST each day.
ANTICIPATED TRAVEL: 0% of the time.
SUMMARY OF POSITION RESPONSIBILITIES: One of the key HR functions is defining pay structures, bonuses, and other benefits. Employee benefits, both monetary and non-monetary, play a huge role in keeping staff motivated. Whether it's health benefits or compensation benefits, a dedicated HR team member or even a whole team might handle this, depending on the number of employees. As a Payroll Specialist, you will be responsible for accurately and efficiently processing payroll for our organization. You will play a key role in ensuring that employees are paid on time and in compliance with relevant regulations. Your attention to detail and commitment to accuracy will contribute to the smooth operation of our payroll process.
Payroll Processing:
Process bi-weekly, semi-monthly, or monthly payroll for all employees using the payroll system.
Calculate wages, deductions, overtime, and other adjustments accurately.
Review and verify timekeeping records for accuracy and completeness.
Benefits Administration:
Deduct and process employee benefits contributions, such as health insurance premiums and retirement plan contributions, from payroll.
Ensure that employee benefits deductions are accurately reflected in payroll calculations.
Tax Compliance (ensure 3rd party payroll software does this):
Calculate and withhold federal, state, and local taxes from employee wages in accordance with regulatory requirements.
Prepare and submit payroll tax filings, including quarterly and annual reports, in a timely manner.
Stay informed about changes in tax laws and regulations that may affect payroll processing.
Record Keeping and Reporting:
Maintain accurate payroll records and employee information in the payroll system.
Generate payroll reports for management and accounting purposes, including wage and hour reports, tax reports, and year-end reports.
SCHEDULED DUTIES AND RESPONSIBILITIES:
-
Monitor cameras to ensure hourly staff are not committing time theft. Also ensure hourly staff submit end of shift reports before leaving shift to support work time. Implement disciplinary action as necessary. File all end of shift reports and any discipline actions in the payroll related folder in staff's non-editable paycom record.
-
Prior to payment, ensure all fee for service providers support services they render to clients for each date of service by either of the following: a sign in sheet signed by the client with the corresponding date of service, screenshots of the phone logs for calls / video calls made to the client, ICANotes signed by the client. File supporting documentation in the payroll related folder of staff's non-editible paycom record.
-
Attend to calls routed to you from the phone system within your scope or warm transfer to the appropriate party. Provide assistance and guidance to employees on payroll-related matters. Respond to employee inquiries regarding payroll issues, deductions, and tax withholdings.
-
Respond to voicemails within 2 business hours.
-
Acknowledge all email inquiries that apply to your role within 1 business hour. For emails that do not apply to you ensure they are warmly handed off to the appropriate team member.
-
Initiate resolutions to tickets routed to you from the intranet within 4 business hours.
-
Serve as the life cycle liaison for all new hires as assigned by the talent acquisition specialist. All HR team members with the exception of the talent acquisition specialists may serve in the capacity of a life cycle liaison. The life cycle liaison is responsible for ensuring the assigned new hire completes orientation on time and ensures the new hire's HR record is compliant with the checklist standard at all times.
-
Fulfil within 1 business day all payroll related verifications and inquiries to include, but not limited to: Maryland Department of Labor, Maryland Unemployment, employee W2 requests, contractor 1099 requests. Ensure all completed inquiries (along with proof of submission) are uploaded to staff Paycom record. For fulfillments that cannot be emailed, send USPS via PDF to Mail software.
-
Receive and process all garnishments through paycom.
-
Complete all payroll data entry and payroll related issues / inquiries; ensuring all contractors and employees who use paycom, wise and deel are paid timely and accurately. Do not release any funds. Do not submit payroll. That is always the accounting & finance division’s (or CEO) role.
-
Receive and spearhead the process pay increases / decreases
-
Ensure the appropriate paid time off (PTO) calculation is maintained in paycom for each employee. Issue paid time off as an employee requests it in paycom not to exceed pto balance.
-
Facilitate payroll, compensation and benefits components of onboarding of assigned new hires during orientation phase to ensure new hires complete orientation to standard.
-
Be a “doer” not just a “delegator”.
-
While not performing other duties herein, focus all available time of each work day solely on directly conducting HR record compliance audits for assigned staff. Taking necessary action to bring staff records into full compliance without delay and documenting on the compliance checklists accordingly. The assignments shall be maintained by the talent acquisition specialist as the staff life cycle dictates.
-
Assist the supervisor with any work related tasks as requested.
-
Ensure continuity of services in your absence. Delegate the ranking staff person(s) to assume your responsibilities for absences beyond normal non-working hours.
-
With the goal of spearheading resolutions, in collaboration with the Human Resources Generalist and the CHRO, investigate and document all payroll, compensation and benefits related inquiries submitted by staff. Maintain the status throughout the process until closed.
-
During orientation and staff life cycle, ensure staff are aware and conform to the payroll, compensation and benefits related policies and protocols (see TKO and Accreditation now).
UNSCHEDULED DUTIES AND RESPONSIBILITIES:
-
Prioritize fulfillment of emergent needs of the organization as it relates to staffing, CEO initiatives and HR compliance.
-
In collaboration with the CEO, spearhead the fulfillment of any non payroll related HR related inquiries from external agencies.
-
Consult with the CEO and executive team regularly to implement improvements within your scope on a continuous basis.
-
Works with other department / division heads to monitor the financial activities each department and make recommendations.
-
Participate in external and internal audits/surveys (CARF/CSA/OHCQ) as directed by the supervisor.
-
Participates in quality assurance and performance improvement plans by completing periodic audits or other activities to ensure regulatory compliance and/or improve service delivery.
-
Assist the supervisor with any work-related tasks as requested.
-
Collaborate with and serve as program POC for external treatment providers and outside agencies as needed.
-
Responsible for following regulations of COMAR, CARF, any other regulatory body, and company policies/ procedures related to service delivery and documentation and co-facilitating orientation of all new hires to these as well.
-
Support the maintenance of a safe environment by participating in training and drills as requested.
PHYSICAL DEMANDS: Regularly walk, stand or stoop; occasionally lift, carry, push, pull or otherwise move objects weighing up to 25 pounds; and regularly drive a motor vehicle.
WORKING CONDITIONS: Some work is performed in an office.
DISCLOSURES: The specific statements shown in each section of this job description are not intended to be all inclusive. They represent typical elements and criteria considered necessary to perform the job successfully. The job’s responsibilities/tasks may be modified and/or expanded over time. Company will inform the personnel member when changes in the respective job description are made.
