Payroll Specialist

Function

The Payroll Specialist will administer and maintain Citadel’s payroll system, human resources information system (HRIS), and the Nationwide Multistate Licensing System & Registry (NMLS) in accordance with SAFE Act regulations. Core responsibilities include the biweekly processing of payroll, annual processing of corporate incentives, entry of all local, state, and municipal tax codes, and maintenance of all personnel and employment records. The Payroll Specialist will also administer Citadel’s time management system.

A successful Payroll Specialist will investigate and resolve payroll, tax, and time management issues and ensure strict compliance with company and regulatory standards. Proven ability with Ultimate Kronos Group (UKG) payroll, time management, human resource information system (HRIS) and reporting applications required. Excellent people skills and high numerical aptitude are critical for success in this role.

Duties and Responsibilities

• Process payroll, taxes, and required filings according to federal, state, and local regulations. Act in the capacity of liaison with the HRIS third-party administrator (Ultimate Software/UltiPro). Stay abreast of all changes in regulations that would affect payroll and taxes. Ensure system integrity and security.
• Administer all aspects of Citadel’s time management system through UltiPro, or UTM, which includes processing time sheet updates and coaching/advising managers and staff on accurately and effectively using the system.
• Generate and prepare reports for upper management and finance department as needed.
• Maintain accurate paid time off (PTO) records by processing PTO requests through the time management system, compiling and reviewing tenure reports, and auditing changes to PTO banks against policy for eligibility components.
• Maintain and process updates and changes to employee records within the HRIS and audit the same to ensure accuracy and integrity of all data. Responsible for entering and maintaining data related to new hires, promotions, terminations, transfers, and position requisitions, as well as making required changes to employee information such as address changes, salary changes, withholdings and/or regular deductions. Examine employee files to answer inquiries and provide information to authorized persons.
• Process child support deductions, domestic relation forms, and wage garnishments as required by law.
• Process compensation related to incentives, salary increases, bonuses, and vacation purchases.
• Process Finance Withholding figures weekly and monthly. Work closely with Finance on quarterly filings.
• Maintain Act 32 Residency forms and complete updates for all employees upon transfer or relocation.
• Maintain accurate and up-to-date records via the Safe Act NMLS Registry. Attestation and updates to the Registry are associated with new hires, transfers and terminations. Process the annual renewal for credentialing of all Mortgage Loan Officers organization wide. In accordance with compliance responsibilities for the Safe Act, partner with external auditors and provide all necessary documents and records upon request. Other tracking of associated information to be completed using Excel, e.g., FBI reports.
• Administer the Educational Assistance reimbursement process by tracking related expenses, making recommendations to management, processing approvals and reimbursements, and communicating accordingly with staff. Stay abreast of policy guidelines and procedures related to this benefit, and track expenses against the annual budget.
• Act in the capacity of administrator of records. Ensure that all documents are appropriately saved and accessible in the HR database. Maintain the original hard copy documents in accordance with record retention guidelines. This includes all performance-related documents and requires tracking of the same.
• Balance and transmit monthly 529 Investment Plan deduction for participants.
• Complete and file all PA state unemployment compensation paperwork. Attend and gather all pertinent information for UC Hearings as needed.
• Process Annual United Way payroll deductions and provide imports to Finance for Citadel’s Deduct-a-Buck program.
• Assist in the evaluation and analysis of existing programs, proposed enhancements and/or modifications to existing programs, as well as new programs to recommend appropriate action to HR leaders. Seek methods to quantify HR technology costs versus return to the organization.
• Provide support with general and HR administrative functions, e.g., handle inquiries and verifications of salary and employment, participate in audits, and create correspondence tied to employment.
• Assist leaders and staff across the organization and perform other job-related duties as assigned or directed.

Qualifications and Education Requirements

Work Experience

• 4 years in payroll and HR administrative/support functions.
• Proven ability and knowledge of tax and wage laws, legislation, and regulations in the field, and common fiscal procedures.
• Experience in payroll position in fast-paced environment.
• Experience with Ultimate Kronos Group (UKG) payroll, tax, time management and Cognos reporting.
• Strong computer literacy including Microsoft Office applications.
• Strong interpersonal and human relations skills with the ability to respond to general HR inquiries and requests.
• Excellent verbal and written communication skills.
• Exceptional multi-tasking, organizational and prioritization skills.
• Strong problem resolution skills Ability to work effectively with minimal supervision.
• Ability to take initiative in pursuing departmental responsibilities.
• Ability to use tact and discretion in a professional manner.

Education

• High School diploma or equivalency
• Associate’s or bachelor’s degree in business, accounting, finance, or relevant field