Payroll Specialist

California Dairies•Visalia, CA

9d•Hybrid

About The Position

Working under limited supervision and following/adapting established policies, practices and procedures, the Payroll Specialist calculates and inputs time and downloads data for processing by outside service, processes vacation/sick time requests, reconciles data, prepares payroll reports, and provides general support and guidance to the Timekeeper who is present at the Payroll Specialist’s alternate manufacturing site(s) of responsibility. The Payroll Specialist takes initiative and assumes responsibility to improve the efficiency and quality of the various services provided. This position does not require instructions for routine assignments but does require some general instructions for new or special assignments while assuring that quality of services meets employee and management requirements.

Requirements

Must work in a safe and efficient manner and follow all safety procedures including the use of safety equipment when required.
Must have the ability to troubleshoot problems and be persistent until a solution is found.
Must be willing to ask for assistance when the process is unclear.
Proficient in using various PC-based software packages, including Microsoft Word, Excel or similar work processing/spreadsheet software.
Basic computational skills required.
Simple math reasoning required.
Must demonstrate good judgement when carrying out duties as assigned.
High school diploma or other specialized training/equivalent related experience.
Typically, a minimum of three or more years of progressively more responsible business administrative experience, including knowledge of Payroll administration, as well as an in-depth and complete understanding of rules, regulations, processing procedures, record keeping methods and control systems.
English is required as the written and spoken language.

Nice To Haves

Knowledge of Union Health and Pension Plans (e.g. Union Payroll Experience).

Responsibilities

Assists with training the Timekeeper in all aspects of the position.
Assists the Timekeeper with day-to-day questions and determines if an issue needs to be escalated further.
Collects punches daily within timekeeping system and inputs corrections.
Reviews timecards daily and makes note of every missing punch, late arrival, absence, late or long lunch and/or rest period, and short/long shift duration.
Tracks down the employees and respective supervisors to ensure the paperwork needed to resolve the timecard discrepancies is completed same day if possible.
Provides plant leadership with payroll-critical information and follows-up, as needed, to ensure receipt.
Emails Managers and Supervisors to resolve any discrepancies in scheduled shifts, corrects employee schedules, and inputs pay codes and/or comments.
Monitors holiday pay per company policy, as well as Collective Bargaining Agreement (CBA), if applicable.
Monitors time calculation, including relief pay and night shift premiums, by reviewing timecard pay matrix totals.
Reviews and processes vacation and sick time requests.
Verifies request against accrual records.
Processes Status Change Forms for changes affecting timekeeping and verifies rates to ensure compliance with wage rate tables as well as Collective Bargaining Agreement (CBA).
Processes W-4’s, changes to employee information, Request for Automatic Deposit Forms, Vacation Advance Request Forms, etc.
On a payroll processing day, reviews all timecards for the previous pay period for each employee and ensures that all discrepancies have been solved and that each employee is being paid accurately.
Uploads timecard data to Payroll System for check processing.
Performs needed adjustments after time import, finalizes check calculation, and submits the payroll.
Prepares and finalizes manual checks, as needed, for corrections and/or terminations.
Follows-up to ensure all employees approve their timecards.
Files and maintains payroll paperwork.
Responds to and assists employees with questions and/or concerns relating to payroll.
Resolves and/or facilitates resolution of problems, including identifying their root cause to prevent re-occurrence.
Follows all safety and working rules.
Must have the ability to get along with co-workers, management personnel, customers, vendors, and employees, in accordance with the company policies and working rules, while ensuring a harmonious and conducive work environment.
Maintain a positive attitude and contribute toward a quality working environment.
Demonstrate excellent regular, full-time attendance in support of company objectives.
Use initiative and judgment in making decisions, keeping with California Dairies, Inc.’s best interests.
Maintain a sense of Urgency and confidentiality.
Possess a professional Payroll Ethic.
Support and enforce SQF / QA, GMP, Safety policies and procedures, and production needs.
“Food Safety and Quality” are the responsibilities of this position.
Perform other duties as assigned.