Payroll Specialist

Maplewood Senior Living - Bridgeport, CT

Full-time - Mid Level

Bridgeport, CT

Nursing and Residential Care Facilities

About the position

The Payroll Specialist at Maplewood Senior Living is a crucial role responsible for ensuring the timely and accurate delivery of payroll for all employees across multiple locations. This position requires a meticulous approach to payroll processing, tax filing, and compliance with federal, state, and local payroll regulations. The Payroll Specialist will oversee time management, paid time off (PTO), and other payroll-related benefits, ensuring that all processes are executed flawlessly and in accordance with relevant laws. The ideal candidate will possess a strong background in payroll administration, tax accounting, and 401K audit procedures, and will work collaboratively to optimize payroll processes. In this role, the Payroll Specialist will process weekly and bi-weekly payroll, validate employee changes, manage garnishments, and handle benefit elections and taxes. They will generate and review payroll reports to ensure accuracy, identify discrepancies, and resolve issues promptly. The specialist will also act as a liaison between the company and various tax agencies, ensuring compliance with all payroll regulations and timely remittance of payroll taxes. Additionally, the role involves preparing monthly, quarterly, and annual payroll reports, reconciling payroll accounts, and assisting with audits and employee data requests. The Payroll Specialist will be expected to stay updated on changes in payroll tax regulations and communicate any necessary adjustments to employees. They will also administer all aspects of the 401K Plan, including enrollment and compliance, and assist with the completion of required tax forms for benefit plans. This position is integral to maintaining the integrity of payroll operations and supporting the overall financial health of Maplewood Senior Living.

Responsibilities

• Process weekly and bi-weekly multi-site payroll, including validation of employee changes, garnishments, benefit elections, taxes and submission of positive pay to all Maplewood Senior Living and Inspir associates.
• Generate and review payroll reports to ensure accuracy and completeness of payroll, earnings statement and deductions; identify and resolve discrepancies.
• Ensure compliance with federal, state, and local payroll regulations, including withholding taxes, garnishments, and other deductions.
• Review and verify timekeeping records and work with department managers to resolve discrepancies.
• Review and process wage garnishments, tax and direct deposit forms changes.
• Issue paychecks or pay cards for termination and resignation in accordance with state specific requirements, ensuring compliance and timeliness of payment due.
• Act as a liaison between company and federal, state, and local tax agencies.
• Calculate and remit payroll taxes, including Social Security, Medicare, unemployment, and other payroll-related taxes.
• Reconcile payroll tax liabilities and ensure proper reporting on W-2s, 1099s, and other tax documents.
• Stay updated on changes in payroll tax regulations and implement necessary adjustments in payroll processing.
• Communicate changes in payroll policies and tax regulations to employees as needed.
• Prepare all monthly, quarterly and annual year-end tax and payroll reports.
• Reconcile payroll accounts in the General Ledger, identifying and resolving discrepancies between payroll records and GL balances.
• Assist in the month-end and year-end close processes by providing payroll data and reports.
• Collaborate with the accounting team to ensure that payroll expenses are accurately reflected in financial statements.
• Generate detailed payroll reports for management and finance, including variance analysis and trend reporting.
• Keep current on payroll system functionality and wage and hour laws.
• Assist with payroll support projects such as annual audits, unemployment claims inquiries and employee data requests (such as Employment Verifications).
• Administer all aspects of the 401K Plan (including but not limited to enrollment, transmittal of all 401K contributions, distributions, compliance, audit, and HCE testing).
• Assist with the completion of 5500's for all benefit plans (medical, dental, vision, life/LTD and 401K).
• Communicate proactively with communities, Human Resources, Accounting to review cross-departmental impact of reconciled data and make suggestions for process improvements that lead to best-practice operations.
• Create and assist with the training of team members as needed.
• Assist with various projects as needed.
• Ensure adequate coverage of payroll functions for time off and or holiday coverage.

Requirements

• Bachelor's degree in accounting, Business Administration, Human Resources, or related field required.
• 3-5 plus years of hands-on experience with payroll processing, time keeping and HRIS software; preferably UltiPro or Kronos payroll software.
• Strong analytical, problem solving and customer service skills.
• Ability to work with sensitive data and maintain confidentiality.
• Excellent organization and time management skills.
• Self-motivated and ability to work well within a fast-paced environment.
• Solid Excel skills.
• Ability to work with minimal supervision.

Nice-to-haves

• Experience with payroll audits and compliance reporting.
• Familiarity with 401K administration and regulations.
• Knowledge of labor laws and regulations related to payroll.

Benefits

• Competitive compensation package
• Bonus opportunities
• Health insurance
• 401K with match
• Paid time off
• Career development and continuous learning opportunities
• Flexible and family-friendly workplace.