Payroll Assistant

Job Description

Job Description

About the Role:

SOLID Personnel is seeking a highly organized, detail-oriented, and dependable Payroll Assistant to support weekly payroll processing and timekeeping operations. This position is responsible for collecting, reviewing, processing, and maintaining employee timecards and payroll-related documentation while ensuring accuracy, completeness, and compliance with applicable state payroll requirements and client-specific procedures.

The ideal candidate is highly organized, reliable, detail-oriented, and comfortable taking ownership of the weekly timecard and payroll process. This individual should be able to manage competing priorities, follow up on missing information, communicate professionally with a wide range of individuals, and maintain accuracy while working under time-sensitive payroll deadlines.

The position requires someone who is proactive rather than reactive, understands the importance of payroll accuracy, and can effectively manage multiple systems and communication channels throughout the workday.

This role is a Monday - Thursday work week (32hrs).

Specific Responsibilities :

• Collect all incoming timecards from recruiters and employees through approved communication channels, including email, text, online platform.
• Contact employees, recruiters, clients and other appropriate parties by phone, email or text to obtain missing timecards, information, clarification or approvals.
• Send missing-timecard notifications to recruiters and follow up until resolved.
• Add or request missing information on incomplete timecards.
• Calculate employee hours according to applicable state requirements and accurately enter them on the payroll sheet.
• Verify available sick hours and add approved sick time to the payroll sheet.
• Obtain, review and save required meal-period waivers.
• Assist with weekly payroll preparation and ensure all timekeeping deadlines are consistently met.
• Send completed timecards and payroll approvals to the appropriate clients, including all required supporting information.
• Assist with sending client approvals
• Enter hours on billing sheet, identify discrepancies and work directly with employees to resolve them.
• Prepare and send billing files as required.
• Send timecards, approvals and supporting documentation to the billing team.
• Save all timecards, approvals, waivers, expenses and payroll-related reports in the appropriate shared-drive folders.
• Save all incoming employee expenses and supporting receipts.
• Prepare expense sheets for mileage, per diem and other approved expenses.
• Keep the shared drive complete, accurate and up to date.
• Send copies of timecards to employees upon request.
• Print and mail payroll checks when assistance is requested.
• Provide additional assistance to the payroll and operations teams as needed.

Requir ed Qualifications:

• At least 2 years of office management, administrative, payroll, timekeeping, or assistant experience; prior payroll experience highly preferred. 
• Ability to accurately calculate regular time, overtime, and double time.
• Strong attention to detail and ability to identify discrepancies or missing information. 
• Excellent written and verbal communication skills. 
• Ability to problem-solve, multitask, prioritize responsibilities, and meet strict weekly deadlines.
• Comfortable communicating with a high volume of individuals through multiple programs and communication channels.
• Ability to work independently while also functioning effectively as part of a team.
• Experience with Google Drive and Oasis Solutions, PRISM, Smart Labor Management software is preferred.