Payroll Specialist

Summary: Perform various payroll and accounts payable functions to support the timely and accurate preparation of payroll and the recording and payment of expenses. Provides other accounting and administrative support within the Finance and Administration department as assigned. Ensures that internal controls are followed to decrease the risk of fraud, errors, and misstatements of financial information.

Essential Duties and Responsibilities: include the following. Other duties may be assigned.

Primary

Payroll:

• Follows defined payroll workflow processes and timeline to ensure all payroll transactions are processed accurately, timely, and in compliance with federal and state laws
• Reviews payroll input and reports to supporting documentation for accuracy prior to the submission of payroll
• Accurately enter all new hires and any other payroll changes.
• Accurately enters garnishments in compliance with applicable laws including sending email communication to employee to let them know effective date and amount of new garnishment
• Research, analyze, resolve, and document any discrepancies for review by supervisor and/or director
• Respond to payroll inquiries from employees and supervisors in a timely and professional manner requesting assistance from supervisor as needed to answer/resolve inquiry
• Maintain privacy and confidentiality of all payroll related information including not discussing other employee’s salary or benefits with anyone including other staff in the Finance department or your supervisor unless related to preparation and review of payroll and related tasks.
• Complete quarterly multi-worksite reports and other assigned reports as scheduled.
• Quarterly and annual reconciliations of Federal and state 941s
• Multi state payroll
• Review and reconciliation of payroll related accounts including but not limited to salaries, FICA, FIT, SIT, Accruals.
• Department of Labor reporting
• Prepares payroll related journal entries including payroll, workers compensation, and benefits.
• Monthly reconciliation of employee receivable for missed employee deductions
• Monitoring Short Term Disability payments and payroll
• Assist in entering and removing benefit deductions
• Process returned payroll checks and related entries.
• Working with new managers to provide training on payroll processes and procedures including but not limited to time entry, review, and approval, holidays, personnel action forms (PAFs), etc.

Secondary

       Accounts Payable

• Review and reconcile supporting documentation for each monthly Visa statement including review for accurate account coding and proper authorization. Follow-up with Visa card holders for missing documentation.
• Prepare check requests for assigned monthly expenditures  for review and authorization/approval
• Assist in research and follow-up with vendors, as needed.
• As needed, enter accounts payable into general ledger system
• As needed, assist in weekly accounts payable check run and subsequent matching and filing of documentation
• Ensure all expenditures have supporting documentation, are coded correctly, and have correct and documented authorization as required by accounts payable procedures and processes

        Mail and Deposits

• Follow documented processes and timeline for opening and distributing mail and completing deposits
• Ensure all checks and balancing procedures are followed in the preparation of the deposit and reconciliation to supporting documentation

       Other administrative and support duties as assigned including but not limited to:

• Coverage of front desk when receptionist is on leave
• Assisting Executive or Senior Leadership teams in set up for meetings or other events
• Assisting with filing and organization within the Finance department
• Assisting in other departments with special projects or tasks

Compliance/HIPAA:

While performing the duties of this job, employee will comply with all federal, state and local laws and regulations pertaining to Easterseals Arkansas.

This employee has limited access to client files. Employee will not attempt to access protected health information unless approved by supervisor.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:                                               

Three or more years of payroll and benefit experience for 1000+ employees. Associate or bachelor’s degree in the field of accounting or related preferred.

Core Competencies:

• Excellent organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Excellent time management skills.
• Ability to work and communicate collaboratively and effectively with employees throughout organization.
• Ability to problem-solve independently or in a group setting.
• Strives to constantly improve processes and services.
• Knowledge of Word, Excel, Google or Microsoft

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 is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee may occasionally lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

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, the employee is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually moderate.

Easterseals Arkansas has designated this position as a “non-safety sensitive” position under the          Arkansas Medical Marijuana Amendment.