Payroll Administrator

Job Title: Payroll Administrator

Department: Human Resources – Administration Office

Reports to: HR Manager

FLSA Status: Salary Exempt

Employment Status: Full Time

Pay: $60,000 to $75,000 DOE

Benefits: Medical, Dental, Vision, Pension, Voluntary Supplemental, and Paid Time Off

Job Summary:

The Payroll Administrator manages weekly and monthly payroll, ensuring accurate timekeeping and timely processing. Key duties include handling payroll processing, addressing payroll inquiries, coordinating between payroll, benefits, and time-tracking systems, and assisting with tax filings and report generation. The role also supports HR functions by assisting with employee recognition programs, wellness initiatives, and ensuring compliance with all applicable laws and regulations. Specific duties may vary based on departmental needs.

Duties/Responsibilities:

• Calculate hours, overtime, bonuses, tax withholdings, tax payments, IMRF payments, and deductions.
• Ensure proper tracking and processing of payroll, deductions, child support payments, wage garnishments.
• Prepare and distribute earnings statements, payroll checks, and direct deposits; handle reissue for payroll errors or final discharges
• Provide information and assistance to employees who have questions about payroll or HR related matters.
• Coordinate with department heads to ensure payroll data, including hours worked, bonuses, deductions, and pay rates, is accurately entered.
• Process and submit federal and state 941 reports, Illinois UI filings, and W-2 forms in compliance with regulatory deadlines.
• Assist with the preparation of reports for management, government agencies, and auditors related to payroll and HR matters.
• Maintain confidentiality of sensitive employee and payroll data, as well as maintain all employee payroll records.
• Provide general administrative support for the HR department, including answering phone calls, scheduling meetings, and preparing documents.
• Help coordinate employee recognition programs, wellness initiatives, and other HR-related events.
• Assist with various HR projects as needed, such as surveys, performance evaluations, and employee satisfaction initiatives.
• Stay up to date on changes in payroll laws, HR best practices, and industry trends to ensure the company remains compliant.
• Data entry and audit of new employees into Avail and TimeTrak.
• Performs all other reasonable duties as assigned

Required Skills/Abilities:

• Associate degree in payroll or a related field is preferred; or an equivalent combination of education and experience to successfully perform the essential duties of the job.
• Minimum of 2 years of experience working in payroll or closely related field
• Proficiency in Microsoft Office and payroll software programs.
• Strong numerical aptitude and attention to detail.
• Excellent communication skills, both verbal and written.
• Effective time management, organizational skills, and
• Working knowledge of relevant legal regulations.
• Must be a team player and have a positive, can-do attitude.

Working Conditions/Physical Requirements:

• Working conditions are generally indoors, in a temperature-controlled office environment, working closely with others and alone.
• Possible exposure to dirt, dust, moderate noise, electrical/chemical/mechanical hazards, communicable diseases, angry/difficult people, and construction sites.
• Essential and other important responsibilities and duties may require maintaining physical condition necessary for walking, standing, or sitting for prolonged periods of time; kneeling, squatting, bending, twisting, and crouching during assigned activities, pushing and/or pulling, climbing stairs, lifting, and carrying materials.
• Must be able to lift up to 20 pounds at times.
• Must be able to access and navigate each department at the organization's facilities.

Travel:

• Some out-of-state travel is required.
• Must have a valid driver's license.

General Work Schedule:

• Monday through Friday 8:00am to 5:00pm or 7am-4pm.
• Some overtime may be required and may need to work a weekend here and there for special events or as needed.

Current Openings for Payroll Administrator Jobs at CityLink