Payroll Administrator, Part Time

About the Role

Western States Equipment is seeking a part-time Payroll Administrator to ensure accurate processing, preparation, documentation, and distribution of bi-weekly payrolls across five states. This role requires a general understanding of multi-state payroll processes and laws to maintain accuracy, efficiency, and compliance in all payroll-related activities.

Responsibilities

• Serve as a member of the payroll team to timely and accurately prepare and balance bi-weekly payroll and any applicable supplemental payrolls, including uploading hourly time and processing salary PTO requests.
• Enter, maintain, and process payroll information such as wage changes, deductions, court orders, and garnishments.
• Create and transmit payroll files for direct deposit, 401K, benefits, and finance (General Ledger).
• Print and distribute live payroll checks as applicable.
• Process termination payroll checks in a timely manner to ensure regulatory compliance.
• Maintain the accuracy of all accruals.
• Create payroll reports according to schedule and as needed for other departments.
• Audit payroll and maintain documented audit procedures to ensure accuracy and integrity of the payroll system and processes.
• Address employee inquiries and provide information on payroll-related issues.
• Guide employees and managers on inputting changes in the Manager and Employee Self-Service system.
• Manage and troubleshoot employee and supervisor/manager issues in Microsoft AX (timekeeping system).
• Utilize general knowledge of applicable state and federal payroll and related tax regulations, including writs of garnishment, child support, levies, subpoenas, non-resident alien, and U.S. tax treaties.
• Ensure compliance with all federal and local laws and regulations through system utilization and adherence to processes.
• Partner with finance to produce required reports, reconcile payroll-related balance sheets, and provide documentation for company financials.
• Collaborate with HR and the parent company on benefits as they relate to funding and reporting.
• Stay informed about changes in tax and Department of Labor regulations that apply to the payroll process.
• Prepare the year-end schedule in coordination with the HR team and oversee all year-end payroll activities, including the preparation and distribution of employee W-2s and 1095-Cs.
• Complete special projects as needed and provide backup to other Payroll department members.

Requirements

• Proof of high school diploma or General Education Degree (GED) required; Associate’s degree in accounting or related area preferred.
• Minimum of three years of payroll experience in a multi-state environment, including tax preparation and filing.
• Experience with Ultimate Software and employee/manager self-service systems preferred.
• Must be able to communicate effectively in English (speak, read, comprehend, write).

Skills

• Experience utilizing Microsoft computer products or comparable systems; intermediate to advanced Excel skills preferred.
• Knowledge of applicable state and federal payroll and related tax regulations, legislation, and guidelines.
• Experience working with multi-state payroll processes.
• Ability to establish and maintain effective working relationships with customers, vendors, employees, governmental entities, and the public.
• Strong critical thinking and problem-solving skills with a proactive approach and attention to detail.
• Proficiency in payroll and HRIS systems.
• Ability to present information, respond to questions, and relate well to all levels of the workforce.
• Strong skills in setting and managing priorities, teamwork, motivation, and interpersonal relationships.
• Proven written and verbal communication, planning, organizing, leadership, and relationship-building skills.
• Ability to consistently and accurately meet mandatory deadlines.
• Ability to maintain confidentiality.
• Ability to work a flexible schedule within a 25-hour work week.

Physical Requirements

• Must be able to sit for long periods, as well as walk, stand, climb stairs, reach, push, pull, lean, and twist.
• Able to lift up to 30 lbs. in accordance with Western States’ Lifting Safe Work Practice.
• Must be able to meet all safety requirements for applicable safety policies.