KRA: Effectively and Efficiently Manages Payroll for Four (3) Franchises and the Business Office
On an on-going basis, effectively and efficiently:
Monitors the payroll bank accounts;
Works on improving and streamlining the payroll function;
Trains payroll team members; helps them grow and learn the automated processes;
Works directly with Human Resources (HR) on any new requirements and issues related to the payroll function.
On a daily basis, effectively and efficiently:
Processes new hires as notified by HR; including initiating setup in both ADP Drive (Drive) and ADP Pay Expert (Pay Expert);
Updates all employee files according to HR forwarded documentation, including, but not limited to, W-4 tax withholding forms, direct deposit forms, and Leave of Absence documentation;
Calculates and processes all terminations, including, but not limited to, final paychecks and updating Drive and Pay Expert;
Posts all payroll banking entries as they appear on the daily statement from the banking staff, including, but not limited to, voided checks and processing fees.
On a semi-monthly basis, effectively and efficiently:
Processes and/or oversees processing of payroll for all locations;
Imports timesheets for all hourly associates;
Calculates and processes all approved Paid Time Off (PTO) requests;
Populates and imports pay data spreadsheets, to include, but not limited to, salaries and commissions;
Populates Technician worksheets to ensure proper payment of calculated overtime; imports information to Pay Expert;
Audits and transmits payroll files to ADP;
Upon receipt of checks, reviews, attaches all back-up to checks, separates, and sends via Federal Express (FedEx) to franchise General Manager (GM) for distribution;
Downloads payroll General Ledger (GL) files for posting; reviews, modifies accounts accordingly; Express Posts to accounting for the four franchise locations;
Downloads 401(k) information for reconciliation and transmission to Massachusetts Mutual for all locations;
Processes any/all necessary corrections.
On a monthly basis, effectively and efficiently:
Reviews payroll expenses for trend variances; promptly reports inconsistencies to Controller.
Reconciles, expenses, and pays all health benefit statements for all franchises, including, but not limited to, Kaiser HMO and POS, COBRA, Guardian Dental, Vision, and LTD;
Reconciles and processes Flex Plan contributions; issues payment to PayPro 3rd party administrators;
Works all payroll accrual schedules and reconciles any outstanding items; books workers’ compensation;
Reconciles the payroll bank accounts.
On an annual basis, effectively and efficiently:
Prepares W-2s for all dealerships and payroll codes; verifies accuracy of information prior to distribution;
Reviews all allocation accounts for validity and adjusts as necessary;
Directs the archiving of payroll related files for offsite storage.
KRA: Maintain a productive workforce that efficiently meets the needs of the company:
Manage, model, set tone, and guide employees in the company’s culture and service expectations; develop a workforce that is highly engaged and committed to the franchise and the organization.
Plan, direct, coordinate and supervise work activities of subordinates ensuring all services are consistently performed on a timely manner per franchise and company policy and guidelines.
Evaluate and hold employees accountable for results and quality of service; provide clear performance expectations, training, coaching, and discipline in a timely manner and in accordance with company policy.
Maintain adequate staffing level; plan staffing needs proactively, develop budget, create accurate job descriptions, recruit in a timely manner, hire individuals well qualified for their position that embody the company values.
Foster collaboration and ownership among staff; engage staff in planning, process improvement, strategy implementation, and as appropriate in conflict resolution, problem solving, etc.
Develop staff and encourage professional and personal growth through hands-on training, coaching, and mentoring to meet current and future department and company needs.
KRA: Maintain an efficient and cost-effective operation:
Manage department budget; payroll, supplies, training, staff morale incentives; audit supply, projects, vendor, and programs cost to ensure cost containment within yearly budget, ROI, and quality of service.
Collaborate with other departments to find solutions that are in the best interest of the company; interact efficiently with team leaders, supervisors, and staff to resolve interdepartmental processes and cost containment.
Ensure employees maintain current department procedures, policy, guidelines manuals; maintain workforce current on relevant government laws, regulations, Company guidelines and policies, and best practices.
Manage and plan workflow and timelines effectively to ensure on-time delivery of department deliverables.
Foster efficiency; continuously seek to improve processes, products and services; solicit and apply employee and management feedback regarding department’s quality of service; conduct regular service surveys reviews.
Maintains information confidential; ensure that work area is secure, store and distribute personnel, client, and company information according to legal and company guidelines; do not discuss confidential information with anyone except as allowed by law and required for business purposes.
Confidentiality: Adheres to legal and Company confidentiality guidelines; distributes employee information only based upon business need and in full legal/Company compliance.
Project Management Skills: Ability to work effectively in a team environment; capable of effective planning and priority setting; ability to simultaneously manage several projects (i.e., multi-tasker).
Computer Skills: Proficiency and technical aptitude with the ability to utilize MS Word, Excel, Power Point, Compli, and ADP are preferred.
Communication Skills: Requires excellent verbal and written communication skills with proven ability to speak and write clearly in English.
Resourcefulness: Develops and implements practical and creative methods, within established parameters, to improve work projects and/or department operations.
Issue Resolution/Decision-Making: Analyzes information, evaluates alternatives to resolve issues and makes sound, timely decisions.
Analytical skills: Should possess ability to analyze numbers, facts, and tasks/project requirements; thorough knowledge of accounting principles; ability to understand, evaluate, and make sound judgments on payroll and accounting documents.
Compliance: Knowledge of all pertinent state and federal regulations, filing, and compliance requirements, both adopted and pending, which may or will affect payroll administration.
Time Management: Organizes, plans, prioritizes work; uses effective follow-up procedures.
Leadership: Provides training and guidance to staff to promote positive development.
Need for Direction: Performs efficiently with the normal amount of direction for the position; displays the professional attitude and capabilities of a self-starter.
Attendance/Punctuality: Reports to work, and is ready to successfully perform work, as scheduled.
Professionalism: Possesses a professional work style by including neatness, punctuality, accuracy, professional attitude/appearance; keeps commitments; approaches others in a welcoming, diplomatic manner; works well under pressure; treats others with respect; accepts responsibility for own actions.