A Payroll Administrator is responsible for accurately processing employee compensation, ensuring timely payroll distribution while maintaining strict compliance with federal and state regulations. This role is critical for maintaining employee satisfaction, upholding legal compliance, and providing accurate financial data for organizational decision-making.
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What is a Payroll Administrator?
A Payroll Administrator is a specialized financial professional who manages all aspects of employee compensation within an organization. They serve as the central point for payroll operations, ensuring employees are paid accurately and on time while maintaining compliance with complex tax laws and labor regulations. This role requires meticulous attention to detail, strong numerical aptitude, and comprehensive knowledge of payroll systems and legislation. Payroll Administrators typically work within human resources or accounting departments and must stay current with changing tax codes and employment laws to protect both the organization and its employees.
What does a Payroll Administrator do?
Payroll Administrators perform comprehensive payroll processing activities including calculating wages, overtime, bonuses, and deductions based on employee timesheets and records. They maintain and update payroll records, process new hires, terminations, and status changes, while ensuring accurate tax withholdings and compliance with federal, state, and local regulations. These professionals also handle payroll tax filings, respond to employee inquiries regarding pay issues, reconcile payroll accounts, and generate reports for management. Additionally, they stay updated on changing payroll laws, implement payroll system updates, and collaborate with HR and accounting departments to ensure seamless payroll operations and accurate financial reporting.
Job Overview
The Payroll Administrator is responsible for ensuring accurate and timely processing of payroll for all employees. This role involves maintaining payroll records, ensuring compliance with federal and state regulations, and addressing payroll-related inquiries. The ideal candidate will have strong attention to detail, proficiency with payroll software, and a thorough understanding of payroll best practices.
Payroll Administrator responsibilities include:
1. Process bi-weekly and semi-monthly payroll for all employees accurately and on time
2. Verify and reconcile timekeeping records and resolve discrepancies
3. Calculate and process wage garnishments, levies, and other deductions in compliance with court orders
4. Maintain and update employee payroll records, including tax withholding forms and direct deposit information
5. Prepare and distribute payroll reports for management and accounting departments
6. Address employee inquiries regarding payroll issues, deductions, and tax withholdings
7. Process manual checks and off-cycle payroll runs as needed
8. Ensure compliance with federal, state, and local payroll tax regulations
9. Coordinate with HR regarding new hires, terminations, and changes in employment status
10. Reconcile payroll accounts and assist with month-end and year-end closing processes
1. Minimum 3 years of experience in payroll processing and administration
2. Proficiency with payroll software such as ADP, Paychex, or similar systems
3. Thorough knowledge of federal and state payroll tax regulations
4. Strong understanding of wage and hour laws and compliance requirements
5. Experience with multi-state payroll processing
6. Excellent attention to detail and accuracy in data entry
7. Ability to maintain confidentiality of sensitive employee information
8. High school diploma or equivalent required
9. Basic accounting knowledge and reconciliation skills
10. Strong Excel skills including pivot tables and VLOOKUP
Preferred Qualifications
1. Associate's or Bachelor's degree in Accounting, Business Administration, or related field
2. Certified Payroll Professional (CPP) certification
3. Experience with enterprise HRIS systems such as Workday or SAP SuccessFactors
4. Knowledge of union payroll requirements and collective bargaining agreements
5. Experience with international payroll processing
6. Background in accounting or general ledger reconciliation
7. Experience in implementing or transitioning payroll systems
8. Knowledge of 401(k) administration and compliance
9. Experience with payroll audits and compliance reviews
10. Bilingual skills in Spanish or other commonly spoken languages in the workforce
Bonus Skills
1. FPC (Fundamental Payroll Certification) or CPP (Certified Payroll Professional) designation
2. Experience with payroll system implementation or migration projects
3. Advanced Excel skills including macros and complex formulas
4. Knowledge of international payroll regulations and compliance
5. Experience with equity compensation and stock option administration
6. Proficiency in creating and analyzing custom payroll reports
7. Experience with payroll process automation and optimization
8. Knowledge of escheatment laws and unclaimed property regulations
9. Experience with multi-currency payroll processing
10. Background in payroll tax filing and reconciliation at the federal, state, and local levels
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