Payroll Assistant

Job Title: Payroll Assistant

Department: Human Resources / Finance / Accounting

Reports To: Payroll Manager / HR Director

FLSA Status: Non-Exempt

Job Summary:

The Payroll Assistant supports the daily administration of employee payroll, timekeeping, and compensation record-keeping. This role ensures that payroll data—including hours worked, wage rates, tax withholdings, and benefit deductions—is processed accurately and in compliance with company policy and federal, state, and local labor regulations.

Key Responsibilities:

Payroll Processing & Data Entry:

Timecard Verification: Collect, review, and verify weekly or bi-weekly timesheets and timecard data for hourly and salaried staff using automated time-tracking systems (e.g., ADP, Kronos, Workday).

• Data Input: Enter new hires, terminations, rate adjustments, direct deposit details, tax withholding changes (W-4 forms), and voluntary benefit deductions into payroll systems.
• Calculation Verification: Verify calculations for regular pay, overtime, bonuses, commissions, retro-pay, and PTO payouts.

Administrative & Compliance Support:

• Inquiry Handling: Serve as the primary point of contact for routine employee queries regarding paychecks, tax withholdings, paid time off (PTO) balances, and direct deposit setups.
• Garnishments & Claims: Process statutory deductions, including court-ordered wage garnishments, child support orders, and tax levies.
• Record Maintenance: Maintain organized digital payroll records, employee files, and tax documentation in compliance with data privacy standards and statutory record-retention policies.

Auditing & Reporting:

• Payroll Reconciliation: Assist in pre-payroll audits prior to final submission to identify and resolve discrepancies in hours or pay rates.
• Financial Reporting: Generate monthly, quarterly, and year-end payroll summaries, earnings statements, and PTO reports for finance management.
• Year-End Audits: Assist with year-end tax document preparation and audit requests (e.g., W-2 form verification, 1099 coordination, and internal/external payroll audits).