Payroll/HR Assistant

Summary: The Payroll/HR Assistant is responsible for providing administrative support to the Human Resources department, with a primary focus on accurate and timely payroll processing, employee data management, and general HR support.

This position ensures compliance with employment laws, internal policies, and payroll best practices while maintaining a high level of confidentiality and attention to detail.

Key Responsibilities: * Payroll Processing * Prepare and process bi-weekly payroll for all employees, including salary, hourly, and discretionary payments.

* Maintain payroll records and ensure accurate entry of new hires, terminations, changes, and deductions.

* Review timesheets for completeness and accuracy; follow up on discrepancies.

* Coordinate with Finance to ensure timely payroll funding and journal entries.

* Respond to employee inquiries regarding pay, deductions, or tax withholdings.

* Reconcile payroll prior to transmission and validate confirmed reports.

* Assist with year-end tasks such as W-2 processing and annual tax reporting.

* Recruitment and Onboarding Support: * Assist in the recruitment process by posting job openings, scheduling interviews, and communicating with candidates.

* Help prepare offer letters and employment agreements.

* Coordinate the onboarding process, including preparing new hire paperwork, and organizing new hire orientations.

* Coordinate pre-employment activities such as background checks, reference checks, and new hire paperwork.

* Employee Records and Documentation: * Maintain accurate and up-to-date employee records in the HR system (HRIS). * Ensure compliance with all legal documentation requirements, including I-9s, W-4s, and other employment forms.

* Compliance and Reporting: * Assist in ensuring compliance with federal, state, and local labor laws and company policies.

* Prepare reports related to HR functions such as headcount, turnover rates, and employee demographics.

Competencies: To perform the job successfully, an individual must demonstrate the following competencies to perform the essential functions of this position.

* Customer Focus: The individual needs to demonstrate understanding and compassion for concerns and issues.

The individual should promptly address customer inquiries and complaints and go above and beyond to ensure customer satisfaction.

* Communication Skills-Clearly and effectively communicate with customers and team members.

Writes concise, clear, and professional emails and messages.

Pays full attention to customers, understands their needs, and responds appropriately.

* Problem-Solving Skills: The individual identifies the root cause of customer issues and develops effective solutions.

They think outside the box to resolve customer problems and improve service.

They make sound decisions quickly to address customer needs and issues.

* Time Management: The individual effectively prioritizes tasks to manage multiple customer inquiries and issues.

Completes tasks.

* Adaptability-The individual adapts to changing customer needs, policies, and technologies.

Remains calm and effective under pressure during high-volume periods.

Quickly learn new procedures and systems as required.

Qualifications: * Associate degree in Accounting, Human Resources, Business Administration, or related field (bachelor's degree preferred). * Minimum 2 years of experience in payroll or HR support role.

* Proficient with ADP, and HRIS software.

* Strong knowledge of payroll regulations and employment law basics.

* High level of accuracy and attention to detail.

* Strong organizational and communication skills.

* Ability to handle confidential information with discretion.

Preferred Skills: * Knowledge of basic HR functions and employment laws.

* Experience with applicant tracking systems (ATS) and ADP payroll software.

* HR certification (e.g., SHRM-CP or PHR) is a plus.

Language Skills: Read and interpret documents such as safety rules, invoices, SOP, and instructions; write routine reports and correspondence.

Effectively present information in one-on-one situations and small group situations to customers or vendors, and other employees.

Math Skills: Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; compute rate, ratio, and percent and draw and interpret bar graphs.

Reasoning Ability: Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; to deal with problems involving several concrete variables in standardized situations.

Identifies problems, gathers information, and offers solutions.

Computer Skills: Proficiency with Microsoft Word, Excel, and Outlook is required.

Proficiency with email is required.

Physical Demands and Work Environment: The physical demands and work environment described below represent the activities and surroundings of the positions.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

* The work is typically performed in an office environment, with a moderate noise level.

* While performing the duties of this job, the employee is regularly required to sit for long periods.

* To perform the job, the employee is regularly required to talk and hear on the telephone and in person with individuals and groups.

* The employee must be able to reach with hands and arms to type frequently throughout the day.

* Vision is required as the incumbent is required to read and respond to documents in hard copy and electronic form.

* The incumbent may regularly be required to lift and carry up to fifteen pounds of documents such as reports, invoices, supplies, etc.

Competitive Benefits Package Include: * Medical Insurance * Dental/Vision Insurance * Life Insurance * Flexible Spending Account Options * Supplemental insurance * 401K with company contribution * Paid Time Off * Paid Holidays * Ongoing training opportunities Must have reliable transportation and pass pre-employment screening.