Payroll Administrative Assistant

Overview

HOURLY RATE: $22.51-$25.00

POSITIONS SUMMARY:

The Payroll Administrative Assistant supports the payroll function by handling routine, detail-oriented tasks that help ensure employees are paid accurately and on time. This role is primarily administrative and works under the guidance of payroll specialists or administrators.

They are responsible for collecting and entering payroll data , maintaining employee records, and assisting with payroll processing tasks such as timecard reviews, basic adjustments, and report preparation. The role also involves organizing payroll documentation , maintaining compliance-related files, and helping prepare standard reports for internal use or audits.

Responsibilities

ESSENTIAL FUNCTIONS

Reasonable Accommodations Statement:To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s):

• Assists in compiling payroll data such as hours worked, sick and vacation time, employee identification numbers, and supervisor approvals from time sheets and related records.
• Supports payroll processing by reviewing payroll input reports and identifying potential data entry errors or discrepancies for correction.
• Enters routine payroll data into systems such as ADP, including adjustments for time corrections, under supervision of payroll leadership.
• Provides support in processing payroll-related transactions including retro pay, partial payments, and departmental change.
• Assists in reviewing payroll records for accuracy and flags discrepancies for resolution.
• Maintains employee payroll records, including tracking transfers between departments and updating relevant systems.
• Supports preparation of manual checks for terminated employees and assists with related documentation.
• Assists in responding to payroll information requests from employees and external agencies, ensuring proper documentation and approvals.
• Maintains payroll-related files, including tax forms (e.g., W-4), ensuring accurate filing and record retention.
• Organizes and maintains electronic payroll files, including assisting with quarterly and year-end documentation.
• Assists in preparing routine payroll-related reports, such as lunch premiums, missing documentation, and compliance tracking.
• Provides administrative support for payroll audits and compliance reporting, including gathering and organizing required documentation.
• Assists in tracking vacation and sick leave accruals and notifying appropriate personnel of discrepancies.
• Responds to basic payroll-related inquiries from employees and directs more complex issues to appropriate staff.
• Assists with distribution of paychecks and payroll-related communications.
• Supports payroll training efforts by assisting with scheduling, materials preparation, and coordination.
• Helps communicate payroll policies and procedures to employees as directed.
• Assists in generating standard payroll and timekeeping reports as requested.
• Maintains organization of payroll files and storage systems, both physical and electronic.
• Performs other administrative and payroll-related duties as assigned.

Qualifications

SKILLS & ABILITIES:

Education: High School diploma. Associate’s degree in accounting, Business Administration, HR or related field is preferred.

Experience: 1 Year administrative, payroll or accounting support experience. Experience handling sensitive data. Experience supporting audits or compliance activities. Basic knowledge of payroll laws and regulations (wage and hour laws, overtime calculations) is a plus.

Computer Skills: Proficiency in payroll systems (e. ADP Workforce Now), strong Microsoft excel skills (formulas, data entry, reconciliation).

Other Skills : Accurate data entry and recordkeeping, high attention to detail, ability to handle confidential information with discretion. Effective written and verbal communication and customer service mindset (supporting employees with payroll questions)

Abilities: Ability to meet strict deadlines, multitask in a high-paced environment and collaborate with HR, Finance and managers