The Senior Payroll Specialist coordinates US & Canadian bi-weekly and monthly payroll processing for all entities, including maintenance of payroll and time and attendance systems, reconciliation of all input, maintenance of supporting documentation, and preparation of required internal and external reporting.
KEY RESPONSIBILITIES - ESSENTIAL FUNCTIONS:
Bi-Weekly US Payroll processing in Workday - Bi-Weekly Canada Payroll processing
Ownership of company timekeeping system (Workday).
Maintain employee record (benefits time balances, status, department etc.) and troubleshooting issues, as well as auditing, balancing, and import of time to Payroll. Review employee timecards to ensure proper reporting of overtime, vacation, benefit and FLMA time.
Interface with state and local agencies to activate, amend, and inactivate jurisdictions.
Input of additional adjustments as requested such as, bonuses and retro pay, department transfers, direct deposit updates, PTO balances adjustments, and terminations.
Process all involuntary payroll deductions, including levies and garnishments and related payments in a timely manner.
Maintain ADP Smart Compliance for all tax related issues - Changing tax rates, Amendments etc.
Interface with all 3rd party Vendors to address and resolve payroll related issues.
Coordinate with the Treasury Department and bank to ensure accurate and timely transmission of payroll funds and tax payments.
Coordinate all payroll adjustments with ADP Canada.
Perform and assist in reconciliation of accounts pertinent to payroll.
Collaborate with Finance on monthly cash and payroll account reconciliations.
Participate in 401K audit and reviews.
Participate in worker's compensation audit review.
Audit merit increases biannually to ensure accuracy.
Audit annual benefit changes biannually to ensure accuracy.
Collaborate with HR on any and all updates and changes within Workday that impact payroll
Reconcile Workday to ADP Tax Preparation.
Prepare quarterly financial payroll analysis for management, including personnel cost analysis and related supporting schedules, salary review report and bonuses paid report by individual by type, headcount trend, and employee headcount by department.
Coordinate with payroll vendor to ensure timely filing and payments of all required state and federal tax filings, including Forms 940, 941 and annual W2s.
Ensure compliance and completion not limited to - verification of Employment, tax garnishments, court orders and loan agreement issues.
Maintaining Government reporting for compliance through automated payroll service for multi-state, multi-provincial companies.
Partner with HR to resolve technical issues, processing guideline and general trouble shooting.
Coordinate with Human Resources to ensure responsiveness and to minimize duplication of efforts and non-standard processing.
Primary contact for company personnel for any payroll or timecard related issues and follow up in a timely and professional manner.
Maintain all payroll-related documentation and procedures.
Other duties as assigned
LEADERSHIP RESPONSIBILITIES:
This position has no managerial responsibilities.
COMPETENCIES - SKILLS:
Knowledge of payroll accounting and account reconciliation processes along with related practices and payroll processing principles
Knowledge of state and federal payroll laws and regulations
Knowledge of general accounting processes such as but not limited to vouchers, general ledger, etc.
Knowledge of internal control procedures and processes as related to payroll
Excellent critical thinking and problem-solving skills
Customer service, communication (written, verbal and listening), interpersonal, analytical, attention to detail, and problem resolution skills
Ability to use software, hardware, and peripherals related to responsibilities of job, including MS Office
Ability to perform arithmetic calculations
Ability to adjust/alter workflow to meet deadlines
Ability to process complex verbal and written instructions and translate them into a series of logical problem-solving steps
Ability to multitask and meet deadlines within a time sensitive environment
Ability to work in a team and independently
EDUCATION AND EXPERIENCE:
Bachelor's Degree required - concentration in Accounting/Finance preferred
Minimum 5 years' experience with automated payroll systems with Workday payroll & time and absence experience
Experience with high volume payroll (2,000+ employees)
Advanced Excel skills, including Pivot tables, VLOOKUPs, and other functions
JOB SPECIFICATIONS, PHYSICAL DEMANDS and WORK ENVIRONMENT:
Work Environment: This is a hybrid position in Des Plaines, Ill and operates in a professional office environment
Positions Type/Schedule: This is a full-time position, Monday through Friday, hybrid (3 days onsite)
Travel: No travel required for this role
Physical Demands: Speak, hear, and see, and to use hand and fingers for computer keyboard and phone. Sit or stand for extended periods of time. Reach above head to pull paper attachments
DISCLAIMER
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
EEO Statement
Wheels is a Drug-Free Workplace. All employment is contingent on successful completion of drug and background screening.
Wheels is an equal opportunity affirmative action employer and administers all personnel practices without regard to race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, marital status or domestic partnership status, disability, protected veteran status or military status, genetic information, or any other category protected under applicable law. Wheels is committed to taking affirmative steps to promote the employment and advancement of minorities, women, persons with disabilities and protected veterans.
