Payroll Specialist

Westminster-Canterbury On Chesapeake Bay - Virginia Beach, VA

Full-time - Mid Level

Virginia Beach, VA

Nursing and Residential Care Facilities

About the position

The Payroll Specialist at Westminster-Canterbury on Chesapeake Bay is responsible for supporting the Accounting Department by managing payroll and accounts payable duties. This role involves processing payroll for approximately 600 employees, ensuring compliance with policies, and addressing employee inquiries. The position emphasizes a commitment to respect, passion, and professionalism in service delivery.

Responsibilities

• Monitor and respond to emails in payroll email inbox in a timely manner
• Answer employee/supervisor questions regarding payroll and resolve issues
• Process bi-weekly payroll for 600 employees using UKG, verifying information for accuracy and completeness
• Perform timesheet audits to detect missed punches, duplicate payments, and other timesheet errors
• Responsible for file downloads to be imported into payroll system
• Enter various earnings and deductions into pending pay
• Balance key totals to supporting documentation or reconciling reports to ensure accuracy of payroll
• Calculate retroactive payroll payments
• Review and set up wage attachments - tax levies, state/city liens, child support orders and garnishment orders
• Adjust timesheets as required to make corrections
• Ensure LPOs are paid out
• Perform Year-end processes and complete year-end checklist
• Maintain payroll check supply and paycard supply
• Verify new hire status for accuracy and review checklist for consistency
• Generate various reports relating to hours, earning and deduction categories, as well as payroll processing reports
• Monitor and respond to emails in accounts payable email box in a timely manner
• Answer/resolve employee/supervisor/customer questions and inquiries regarding employee expenses and accounts payable issues
• Review all invoices for appropriate documentation and general ledger account coding
• Ensure proper approval has been obtained for all employee expenses and invoices before processing for payment
• Review, assign and follow invoices through the Concur workflow
• Generate and distribute accounts payable checks to appropriate vendors/employees
• Process payables in a timely manner to ensure vendor and or Westminster Canterbury payment terms are met
• Post imported batches in Great Plains accounting software
• Review vendor statements and resolve discrepancies
• Maintain proper control over accounts payable check stock by ensuring that checks are kept in a secured place when not in use
• Monitor accounts payable items for errors, fraud, compliance and adherence to all policies
• Review expense reports for accuracy and adequate substantiation
• Develop viable solutions for any ongoing AP issues
• Maintain the vendor file by adding new vendors and entering updates and changes to existing vendor's records
• Ensure each new vendor submits a W-9 and enter correct 1099 category on vendor record
• Reconcile and review payments to 1099 vendor at year-end to ensure payments are reported accurately
• Prepare 1099s and 1096 Transmittal form
• Mail 1099s forms to vendors and IRS within established deadlines
• Maintain proper control over all 1099 files, paper copies and any supporting documents.

Requirements

• Minimum of 3 years of experience in full-cycle payroll processing for multi-state payroll
• Experience with UKG (UltiPro) payroll software and UTM timekeeping system
• Current working knowledge of payroll best practices and pertinent payroll laws/regulations (federal and state)
• Experience processing wage attachments
• Experience with Great Plains accounting software
• Experience with SAP Concur
• Minimum of 1 year of experience processing invoices full-cycle
• Experience processing 1099s
• Demonstrated attention to detail
• Must be able to perform payroll calculations
• Demonstrated customer service skills
• Proficiency in Microsoft Office Suite, particularly Excel
• Demonstrated strong decision-making, problem-solving and analytical skills
• Demonstrated ability to maintain confidential payroll information
• Ability to communicate, both verbally and in writing

Benefits

• Paid holidays
• Disability insurance
• Health insurance
• On-site gym
• Dental insurance
• Tuition reimbursement
• Paid time off
• Employee assistance program
• Vision insurance
• Gym membership
• Life insurance
• Retirement plan with employer match
• Scholarship Program for Employees/Family Members
• Short-term Disability Insurance
• Six (6) Paid Holidays
• Team Member Discounts
• Same Day Pay - Get early pay access through UKG and get paid without waiting for your paycheck!
• Long-term Disability Insurance
• Medical Insurance
• Bus Passes
• Monthly Toll Allotment