Payroll Specialist

Payroll Specialist

On-the-job training, career development, competitive benefits, and amazing growth opportunities! Dig Heavy Equipment? Join our team today!

Western States has a long legacy of providing quality equipment and excellent service to customers. Since 1956, our vision is to make our communities stronger, cleaner, and more productive, not just with our products and service – but through our people. We are committed to:

• The Power of our Purpose: "Building our Communities for a Better Tomorrow"
• Performance through our Values: SAFETY, EXCELLENCE, TEAMWORK, INTEGRITY, ACCOUNTABILITY, and INNOVATION
• Customer and Employee Care Commitments: Conveying Warm and Empathy, Actively Listening, Building Trust, and Saying Thank You

Recognized as one of the top private companies to work for, we put our employees first. We are fiercely committed to SAFETY and sending every employee, safely home, every single day. Our comprehensive benefits package and complete wellness programs include:

• Three weeks of accrued PTO to start, increases with tenure
• Company paid health care premium option for employees
• Health, dental, and vision insurance
• Wellness dollars
• 401k with company match and profit sharing
• Educational reimbursements, tool loans, and safety & tooling dollars
• Employee Assistance Program
• Paid Parental leave
• Care Leave

Care. Learn. Prevent - At Western States, we empower every employee, every day to work and promote a safe environment to ensure all employees, vendors, and clients have a safe work environment while adhering to all applicable procedures and standards. This includes maintaining clean/clutter free personal work areas and wearing the required personal protective equipment (PPE) as identified in safety policy.

JOB SUMMARY:

The Payroll Specialist serves as a member of the payroll team and collaborates with the Payroll & Incentive Manager to validate accurate and timely payroll. This includes but not limited to, reporting, auditing, reconciling of all payroll related accounts, and completing payroll processing as a back-up to the Payroll Administrator. This position requires an 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 attitude, be detail oriented with an analytical eye for review and accuracy and have a true passion for payroll reporting.

ESSENTIAL FUNCTIONS:

Payroll Administration

• Process and validate bi-weekly payroll, ensuring accuracy in wages, bonuses, overtime, and deductions.
• Calculate specific deductions (PIK, garnishments), auditing records, and reconciling discrepancies.
• Preparing payroll reports for finance or leadership teams.
• Validate payroll files for direct deposit, 401K, benefits, and finance (General Ledger).
• Ensure compliance with federal, state, and local payroll laws and regulations.
• Pays applicable federal and state taxes in accordance with payroll timelines. Compiles, balances, and files quarterly reports for federal and states taxes.
• Audits payroll and maintain documented audit procedures to ensure the accuracy and integrity of the payroll system and processes.
• Track, calculate, and process prevailing wage payments in compliance with applicable job classifications, rates, and reporting requirements.
• Manages and troubleshoots employees and supervisors/managers issues in Microsoft AX (timekeeping system).
• Serves as a member of the payroll team to back-up the payroll administrator/manager in the duties required for all aspects of payroll processing.
• Assist employees with payroll-related inquiries and resolve issues or discrepancies in a professional manner.
• Stay updated on changes to payroll tax laws, benefits regulations, and best practices.
• Collaborate with HR and finance teams to ensure seamless payroll processes and records.
• Other various payroll tasks as needed.

Compliance

• Knowledge of applicable state and federal payroll and related tax regulations, legislation and guidelines including, but not limited to prevailing wages, writs of garnishment, child support, levies, subpoenas, non-resident alien and U.S. tax treaties.
• Utilizes systems and adheres to processes (Payroll, HRIS, Benefits, LOA, WC) while ensuring compliance with all federal and local laws and regulations.
• Partners with finance to produce required reports and documentation needed for company financials, both timely and accurately.
• Assists in preparation of annual surveys and census reports.
• Keeps informed about changes in tax and HR laws that apply to the payroll process.
• Supports year end schedule in coordination with HR team and all year-end payroll activities.
• Assist with reconciling and audits employee W-2s and 1095-Cs, prior to distribution.
• Complete special projects as needed.
• Provides backup to the payroll manager as needed.

SKILLS, KNOWLEDGE, AND ABILITIES:

• Must have experience with processing payroll for a large workforce of 1,000+.
• Experience utilizing Microsoft computer products or other comparable systems preferred. Intermediate to advanced Excel skills preferred.
• 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.
• Works 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 critical thinking to 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:

• Proof of high school diploma or General Education Degree (GED) required. Associates Degree in Accounting or related area preferred.
• Minimum of four years in payroll and experience in a multi-state environment including tax preparation and filing required. Ultimate Software knowledge and employee and manager self-service experience preferred.
• 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.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. It is not intended be an exhaustive list of all responsibilities, duties, and skills required of employees in this classification.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.