Payroll Administrator

JOB TITLE: PAYROLL ADMINISTRATOR

DEPARTMENT: FIELD SERVICES

REPORTS TO: PAYROLL MANAGER

OUR MISSION:

Stay Green Inc. is committed to being the leader in providing professional landscape services resulting in the highest level of client satisfaction.

POSITION SUMMARY:

The primary role of the Payroll Administrator is to be responsible for all tasks involved in processing payroll, with an emphasis on accurate timekeeping, prevailing wage compliance, certified payroll reporting, meal penalty auditing, and timely payroll processing. Follow and maintain internal control policies, procedures, and compliance with respect to the payroll process, including, but not limited to, payroll calendars, payroll checklists, process maps, management training, backup payroll processing procedures, and other procedural documentation.

EXPERIENCE & TRAINING:

The Payroll Administrator must have at least 2 years of firsthand payroll experience, including certified payroll, prevailing wage, payroll compliance, meal penalty auditing, and timekeeping review. Must be bilingual in English and Spanish is preferred, but not essential. Experience training managers and supervisors on payroll procedures, accurate time entry, meal and rest period compliance, and payroll deadlines is preferred. An associate or bachelor’s degree is preferred but not required. Must have high level of competency in computer skills including, but not limited to, MS Word, Excel, Outlook, payroll systems, and timekeeping platforms.

ESSENTIAL JOB FUNCTIONS:

The duties listed below are examples of the work typically performed by an employee in this position:

A. Performs job functions timely and efficiently.

· Assist with processing payroll for over 500 employees.

· Review timecards and audit time entry

· Manage the Certified Payroll process, including filing forms, managing time tracking compliance, and supporting audits and reporting to DIR.

· Ensuring that federal and state compliance rules are met and preparing the payroll each pay period.

· Maintain, calculate, and process all withholding orders such as garnishments and tax levies in the Inova payroll system.

· Process manual checks for terminations

· Research and oversee outstanding or uncashed checks or direct deposit issues.

· Audit timekeeping records for accuracy, completeness, missed punches, job coding, cost coding, prevailing wage classifications, and compliance with company payroll deadlines.

· Review and audit meal penalty entries to ensure meal period compliance, accurate payment, and appropriate documentation.

· Support prevailing wage payroll requirements, including classification review, wage determination verification, fringe benefit tracking, and compliance documentation.

· Provide training and guidance to managers and supervisors on timekeeping accuracy, payroll deadlines, certified payroll requirements, meal period compliance, and payroll-related procedures.

· Serve as backup support for payroll processing to ensure timely payroll completion during absences, peak periods, or special processing needs.

B. The customer service standards of the organization are reflected in daily work habits.

· Complaints are researched and responded to within 24 hours unless possible to complete the same day.

· Requests from other departments are responded to in a friendly and positive manner within 24 hours unless possible to complete the same day.

· All co-workers and customers are treated courteously.

C. Demonstrates behaviors that are consistent with the Code of Conduct and aligned with the organization’s mission, vision, and shared values.

· Reports promptly any suspected or potential violations of laws, regulations, procedures, policies, and practices, and cooperates in investigations.

· Conducts all transactions in compliance with all company policies, procedures, standards, and practices.

D. Ensures that appearance and personal conduct are always professional.

· Excellent attendance record and follows sick and PTO procedures.

· Ensures personal hygiene, office, and other work areas in good order.

· Works at maintaining a good rapport and a cooperative working relationship with customers and staff.

· Always represents the organization in a positive and professional manner.

· Always maintains organizational and employee confidentiality.

PHYSICAL REQUIREMENTS:

The physical requirements described herein are representative of those that must be met by an employee to perform the essential functions of this position successfully.

• Hearing: Adequate to perform the essential functions of the job.
• Speaking: Adequate to perform the essential functions of the job, such as communicating with multiple personnel.
• Vision: Normal visual acuity.
• Other: Must be able to prioritize; have cognitive reasoning and problem-solving ability.
• Lifting to 50 lbs.
• Pushing up to 50 lbs.

EDUCATION:

High school diploma or equivalent qualification

An associate or bachelor’s degree is preferred, but not required.

RELATED WORK:

Payroll experience: 1 - 2 years (Required)

License/Certification: Driver's License (Required)

Bilingual: English and Spanish(Preferred)

Certified payroll and prevailing wage experience (Required)

Timekeeping audit and meal penalty review experience (Preferred)

Experience training managers or supervisors on payroll and timekeeping procedures (Preferred)

Ability to provide backup payroll processing support as needed (Required)

WORK LOCATION:

In-person

In compliance with applicable disability laws, reasonable accommodation may be provided for qualified individuals with a disability who require and request such accommodation. Incumbents and applicants who have been offered employment by Stay Green, Inc. are encouraged to discuss potential accommodation with the employer.

 Management has the right to add or change these duties of the position at any time.