Payroll Specialist

Job Description

JOB INFORMATION

Title:

Payroll Specialist

Officer Title:

Grade:

20

FLSA Classification:

Non-Exempt

Date Last Edited:

12/17/2024

Reports To:

Director Total Rewards

Department:

Human Resources

URL Link

https://hvfcu.jdxpert.com/ShowJob.aspx?EntityID=2&jobcode=282

PRIMARY FUNCTION

Primary point of contact for all payroll-related matters. Administer and generate bi-weekly payroll, process electronic time records, reconcile payroll with ledgers and operating budgets and produce applicable reports.  Ensure accurate and timely filing of payroll taxes and required reporting.

•

Administer and generate an accurate and timely full-cycle, in-house, multi-state bi-weekly payroll process for the Credit Union.  Process complex and advanced payroll calculations such as commissions, bonuses, incentives, awards, reimbursements and garnishments.  Implement payroll, tax, wage, hour and benefit time changes.  Responsible for all aspects of payroll-related record retention.

•

Responsible for the integrity of the electronic timesheet systems and all applicable system controls and maintenance.  Input, verify and ensure accuracy of all employee/management maintenance requests, i.e. change of status, new hire, termination, reporting structure, etc.

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Monitor and configure timely and accurate bi-directional interface export files for our internal partners.

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Prepare and file quarterly U.S. Department of Labor Multiple Worksite Report and United Way reporting in accordance with established deadlines.

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Conduct quarterly review of payroll wage and tax register and prepare and file for the secondary tax entity.  Review and ensure accuracy of the quarterly and annual federal and state tax deposits.  Reconcile and distribute annual W-2 forms.  

•

Responsible for the resolution of employee and management questions and concerns regarding payroll or timesheet entries in an effective and timely manner, pursuant to company policies and procedures.  Prepare and complete all requests for documentation of payroll information from internal and external sources, as needed. 

•

Support internal partners with inquiries related to general ledgers and compensation budgets.

•

Keep abreast of payroll and timesheet processing systems and changes in wage and tax laws.  Maintain knowledge of industry trends and make recommendations regarding new processes and policies.  Ensure departmental compliance with all Credit Union policies and procedures as well as Federal and State regulatory requirements.

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Adhere to all Credit Union policies, procedures, and regulatory agency requirements. Participate in all required and recommended training and development including, but not limited to, Bank Secrecy Act training (BSA) and demonstrate attained knowledge. Participate on Credit Union teams, projects and strategic initiatives when the opportunity arises. Perform additional duties and special projects as assigned.

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Embrace and apply HVCU’s guiding principles to all activities and responsibilities. This includes the Credit Union’s Mission, Vision, Core Values, Employee and Member Value Propositions, Sales and Service Model, and commitment to Lean Six Sigma practices. Support the Credit Union’s initiatives by demonstrating teamwork and professionalism.

•

Responsible for regular and predictable attendance including punctuality.

High School Diploma, General Education Development (GED) certificate, or state authorized high school equivalent certificate.

X

Bachelor’s Degree

Finance, Accounting or related field

X

Accounting; certified payroll professional a plus

X

Minimum 3 Years

Administering an in-house, automated payroll and timesheet system

X

Working knowledge of multi-state wage and hour laws, employee benefits, and required federal, state, and local tax filings

X

Processing commissions, incentives, bonuses, reimbursements, and garnishments

X

Resolution of management and employee payroll-related issues and/or concerns

X

•

Demonstrated working knowledge of payroll processes and compliance, electronic time-keeping processes, record-keeping, tax filing, and required reporting.

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Ability to work well collectively and autonomously.

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Advanced analytical and decision-making skills.

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Must have advanced verbal and written communication skills to work with all levels of HVCU staff and management, retirees and benefit vendors, payroll vendors, and federal, state, and local tax agencies.

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Ability to multi-task and handle varying deadlines within a fast paced work environment.

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Advanced organization and prioritization skills.

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Ability to handle manager and employee concerns effectively and maintain confidentiality.

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Ability to understand and apply basic mathematical concepts.

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Maintain a high level of attention to detail and accuracy.

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Intermediate proficiency in Microsoft Office Software (Teams, Word, Excel, Outlook, PowerPoint, etc.)

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Ability to learn and proficiently utilize HR, payroll and timekeeping software.

PHYSICAL DEMANDS

Frequency

Physical Demand

Weight (lbs.)

Frequently

Sit for prolonged periods of time

Frequently

Required to communicate verbally

Frequently

Normal range of vision and hearing abilities required

Occasionally

Lift and/or move objects

25

Occasionally

Travel outside of work location to attend meetings and training programs

Frequently

Required to skillfully operate a computer, telephone and other standard office equipment

Occasionally

Mobility to stand and walk

Occasionally

Work extended hours, including evenings, weekends, and holidays as needed

WORK ENVIRONMENT

•

Typically the noise level in the work environment is low to moderate.

•

May experience occasional job stress in response to job demands.

•

High energy, high impact atmosphere.

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There are no significant hazardous conditions.

View Competencies

Managing Multiple Priorities

Ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation.

Level 3

1. Demonstrates an expectation that there will be ongoing shifts in demands and priorities.

2. Clarifies and handles multiple concurrent and diverse activities.

3. Addresses potential conflicts that impact current delivery commitments.

4. Works with or leads others to re-prioritize work and reschedule commitments as necessary.

5. Responds to shifting priorities while maintaining progress of regularly scheduled work.

6. Shifts focus among several efforts as required by changing priorities.

Payroll Administration

Knowledge of and ability to establish, implement, and administer policies, procedures, and systems for confidentially calculating, preparing and distributing payrolls.

Level 3

1. Oversees several payroll systems and complex payroll related projects.

2. Advises on improvement plans for the organization's current payroll-related policies and procedures.

3. Coaches HR staff on the changes to local, state, and federal payroll regulations.

4. Directs the implementation of wage and tax reporting, minimum wage compliance, and garnishment and levy rules.

5. Evaluates key performance issues and considerations for payroll administration systems.

6. Controls yearly budgets related to the maintenance of payroll administration systems.

Service Excellence

Consistently incorporates Hudson Valley's member and employee value proposition, reinforcing organizational culture and brand differentiators.

Level 1

1. Anticipates and meets the needs of both internal and external customers. Delivers high quality service and is committed to continuous improvement.

2. Consults with management on modifying business processes to enhance service delivery. Monitors own work to ensure quality and apply feedback to improve performance.

3. Integrates core values into the way work is done and how relationships are conducted.

4. Possesses knowledge of customer service concepts and techniques; ability to meet or exceed customer needs and expectations and provide excellent service in a direct or indirect manner.

5. Tailors communications based on others’ needs, motivations and agendas.

Flexibility and Adaptability

Adapts as needed; knowledge of successful approaches, tools, and techniques for dealing with changes and adapting to a changing environment.

Level 2

1. Accepts new or radical ideas with an open mind; avoids snap reactions.

2. Adjusts to new or changing assignments, processes, and people.

3. Demonstrates ability to successfully manage multiple tasks and priorities.

4. Demonstrates willingness to listen to other opinions.

5. Identifies and considers alternative approaches to situations or problems.

Work Standards

Sets high standards of performance for self and others; assumes responsibility and accountability for successfully completing assignments or tasks.

Level 2

1. Documents how results were obtained to support knowledge transfer and best practices.

2. Helps others drive tasks to completion as appropriate.

3. Holds self and others accountable for delivering on all commitments.

4. Identifies actions necessary to achieve task completion and to obtain results. Meets schedules, deadlines, and performance goals.

5. Recognizes the need for assistance and secures additional resources as needed. Escalates issues and unusual findings that could have an adverse impact on the business.

6. Understands and appropriately applies principles, procedures, requirements, regulations, and policies related to role.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee in this position.  Additional functions and requirements may be assigned by supervisors as deemed appropriate, with or without notice.

Nothing contained in this material creates a contract of employment between an employee and Hudson Valley Credit Union or otherwise alters the at-will nature of the employment relationship.

Are you able to perform the essential functions listed in this job description with or without reasonable accommodation?  YES_______  NO_______

By signing below you certify that you have received this job description and understand the requirements, essential functions and duties of the position.  If you are currently employed in this position, your signature acknowledge that this job description accurately describes the position, including its essential functions.

Name:  _____________________________________________

Signature: _____________________________________________

Date:  _____________________________________________ 

Please also note that Hudson Valley Credit Union respects the religious beliefs and practices of employees and will, on request, reasonably accommodate its employees when a reasonable accommodation is available that does not create an undue hardship on the Credit Union’s business.  Therefore, unavailability for work due to religious observances or practices may not be a bar to employment.