Assistant Payroll Manager

Overview

The Assistant Payroll Manager is an important member of the Accounting Department with responsibilities for ensuring timely and accurate processing and payment of employee wages, and overall regulatory and organizational compliance for AHRC Nassau and its Affiliates. Services are provided to affiliated organizations pursuant to a Corporate and Administrative Services Agreement.

The Assistant Payroll Manager operates under the guidance of the Payroll Manager and must be a team player with excellent communication, analytical, computer skills and current with Payroll rules, best practices, and regulations. These skills are required to effectively perform wage and tax compliance processing.

In addition, the position will support the continuous evaluation of payroll processing to transform the department through increased use of technology, development of policies and procedures, and right-size staffing of the department.

The position is responsible for directly supervising multiple Payroll associates and is also expected to perform the functions of the Payroll Manager in their absence.

Responsibilities

Primary duties and responsibilities include but not limited to:

• Oversee the timely preparation, review, auditing, and finalization of multi-company payrolls (bi-weekly, off-cycle), quarterly IRS Form 941’s and NYS Form 45 and year-end IRS Form W-2 processing.
• Ensure clear communication with program staff and other departments for timely complete input, and submission of timesheets and change of status forms, where applicable.
• Review the accuracy of quarterly tax filings, and year-end processing including but not limited to third party sick pay, adjustments, and group term life insurance.
• Identify payroll tax liabilities and tax discrepancies to maintain compliance associated with biweekly/quarterly/year-end payroll, garnishments, and voluntary/involuntary deductions.
• Timely research, resolve and communicate employee wage inquiries and identify areas for improvement.
• Act as a backup for time and attendance data file generation and import for wage processing.

      2.      Internal/External Compliance Audits/reporting:

• Ensure compliance with Federal and State DOL and IRS regulation laws.
• Generate Business Intelligence reports to review payroll register, employee status, direct deposits, pay cards, leave of absence/ PFL, garnishments, deductions, elective benefit deductions and other audit reports to assess the accuracy of payroll outcome and the functionality of applications.
• Ensure compliance with correspondence regarding garnishments, tax notices and internal/external audits.
• Ensure issuance of periodic, key payroll reports to Accounting Department Personnel. .

     3.Systems & Processes:

• Work with the Payroll Manager to review departmental workflow to refine and organize areas that can benefit specific job responsibilities.
• Work with the payroll processing vendor, UKG, to open cases to solve business needs.
• Support the implementation, integration, and training of Kronos UKG Dimensions.

• Timely prepare, provide, and discuss staff performance evaluations.
• Works closely with Payroll Manager to cross train and develop staff to ensure adequate position coverage.
• Maintain regular communication with the Payroll Manager to discuss issues affecting the department’s ability to meet its customer needs.

Qualifications

Education and/ or experience required:

• Bachelor’s degree plus 3-yrs’ relevant experience including 1-yr with staff supervision OR
• Associate degree plus 5-yrs’ relevant experience including 3-yrs with multiple staff supervision OR
• High School Diploma / GED equivalent plus 10-yr’s relevant experience including 5-yrs with multiple staff supervision
• Considered a Plus:
• Certified Payroll Professional (CPP) certification
• Kronos, UKG Pro, ADP

Skills, Licenses and/ or competencies required:

• Good skills in Microsoft Office, Excel and Word required.
• Good professional written and verbal interpersonal and communication skills – ability to relate and clearly communicate with operating management, financial staff, and other departments.
• Professional abilities to pay attention to detail, solve problems, develop, and implement solutions. Ability to initiate projects, prioritizes and complete tasks on a timely basis with minimal supervision.
• Strong work ethic exhibiting a sense of urgency in completion of tasks, willingness to work a flexible schedule, including evenings and occasional weekend work.

There are no physical requirements for this position.

Responsibilities

Primary duties and responsibilities include but not limited to:
- Periodic Payroll and Year End Reporting:
- Oversee the timely preparation, review, auditing, and finalization of multi-company payrolls (bi-weekly, off-cycle), quarterly IRS Form 941’s and NYS Form 45 and year-end IRS Form W-2 processing.
- Ensure clear communication with program staff and other departments for timely complete input, and submission of timesheets and change of status forms, where applicable.
- Review the accuracy of quarterly tax filings, and year-end processing including but not limited to third party sick pay, adjustments, and group term life insurance.
- Identify payroll tax liabilities and tax discrepancies to maintain compliance associated with biweekly/quarterly/year-end payroll, garnishments, and voluntary/involuntary deductions.
- Timely research, resolve and communicate employee wage inquiries and identify areas for improvement.
- Act as a backup for time and attendance data file generation and import for wage processing.
 
      2.      Internal/External Compliance Audits/reporting:
- Ensure compliance with Federal and State DOL and IRS regulation laws.
- Generate Business Intelligence reports to review payroll register, employee status, direct deposits, pay cards, leave of absence/ PFL, garnishments, deductions, elective benefit deductions and other audit reports to assess the accuracy of payroll outcome and the functionality of applications.
- Ensure compliance with correspondence regarding garnishments, tax notices and internal/external audits.
- Ensure issuance of periodic, key payroll reports to Accounting Department Personnel. .
 
     3.Systems & Processes:
- Work with the Payroll Manager to review departmental workflow to refine and organize areas that can benefit specific job responsibilities.
- Work with the payroll processing vendor, UKG, to open cases to solve business needs.
- Support the implementation, integration, and training of Kronos UKG Dimensions.
 
- Supervision and staff development:
- Timely prepare, provide, and discuss staff performance evaluations.
- Works closely with Payroll Manager to cross train and develop staff to ensure adequate position coverage.
- Maintain regular communication with the Payroll Manager to discuss issues affecting the department’s ability to meet its customer needs.