Program Payroll Specialist at AgileOne in IN

SUMMARY OF RESPONSIBILITIES: Manage the payroll for various and complex accounts. Maintain a solid working knowledge of all client accounts assigned. Serve as the main point of contact for payroll for designated clients, MSP partners and employees. Primarily responsible for preparation, audits, and processing of weekly payroll from various sources including VMS technology as well as other time reporting products. Identify and respond quickly with solutions to address payroll issues and concerns. Aid employees with the process for submitting their timecards and follow up on missing time reports to ensure that all active employees are paid accurately and on time. Develop and maintain client and employee relationships to ensure retention. Contribute to the professional standing of the company as a payroll processing solution service by providing clients and employees with outstanding customer service and results; continually meet the needs of clients and employees. Assist with coverage and roll-out of payroll for new accounts.

DESCRIPTION OF ESSENTIAL DUTIES AND FUNCTIONS:

• Manage the payroll for some of the challenging/top accounts.
• Assist with coverage and roll-out of payroll for new and existing accounts where needed.
• Accurately adhere to State and Federal laws pertaining to tax withholding, sick pay, final pay, wage notifications and payment of overtime and expenses.
• Serve as liaison to client/MSP and adhere to relevant terms of the contract (bill rates, mark-up, special bill, expenses, reporting, etc.). Conduct routine audits to ensure compliance.
• Manage and meet multiple critical deadlines on deliverables to both clients and Internal teams.
• Ensure data integrity relating to all systems and databases including client and employee records, impacted by each assigned account.
• Accept VMS extensions, make appropriate adjustments for pay rate changes, process bonuses according to client/MSP written requests and audit all system to ensure alignment of these changes.
• Process placements in OA in exact accordance with standards ensuring that all pertinent and required information is input into the system for required workers comp coverage and to generate accurate billing
• Identify and resolve all payroll load errors and provide solutions to proactively prevent future errors.
• Partner with Compliance Team to complete the Discrepancy and Aging Reports accurately and within required timeframe.
• Develop a consultative approach to build and maintain all partner relationships, including but not limited to, weekly billing, end of assignment requests, processing final pay in accordance with State final pay laws, and resolution of and other concerns/issues.
• Identify and implement process-flow solutions and structure to prevent or in response to client/worker escalations
• Distribute all client and ActOne communications as directed, i.e., onsite updates, weather closures, natural disaster updates, etc.
• Partner with corporate to ensure that our employees are receiving and completing the State mandate sexual harassment training, working with Compliance Manager where needed.
• Provide exceptional customer service and a sense of urgency toward client and employee need by responding quickly to address client and employee questions, issues, and concerns.
• Assist in developing strategies and organizational support for process improvements; including but not limited to the establishing of priorities, objectives, metrics, policies, and procedures.
• With a consideration for any deadlines, complete special projects as assigned and assist colleagues as needed.
• Maintain accurate and up-to-date Tracker/Census and Summary/Training Guides for each Client
• Maintain an up-to-date file for each Client within SharePoint with any high-level program details such executed contract(s), amendment(s), setup or flow-down documents, or significant emails that go over any change in process or Vendor expectations for the program or in how the company supports its workers.
• Audit, review, and report performance successes as well as areas of opportunity of assigned accounts to Payroll Manager and Performance Manager as needed to ensure accountability and growth across the team
  • Auditing includes ensuring their trackers, guides and templates are all up to date
• Maintain a healthy work environment by always providing solution-focused and positive responses.
• Assist in the development of training guides as needed.
• Utilize secure email and links to send and receive sensitive data, forms, and information to ensure privacy.
• Identify and prep coverage in the event of your absence (or the absence of another) by keeping updated records, and providing up-to-date training to your colleagues along with a notice to internal and external teams you work with, having an automatic email notification setup and updated voicemail for any/all absences
• You are required to take your meal and rest breaks in accordance with the state or local requirements

REQUIRED QUALIFICATIONS:

• Must be software and technology inclined
• Strong understanding of complete MS Office – Specifically MS Excel (general formula understanding; pivot tables, v-lookups helpful)
• Written & verbal communication skills
• Ability to maintain high level of confidentiality due to exposure of sensitive data
• Must be able to work efficiently under pressure, while maintaining high levels of accuracy to meet tight deadlines.
• Ability to interface with all levels of management
• Detail Oriented and able to work independently with minimal supervision

SUPERVISION EXERCISED/ #OF STAFF:
N/A

**LANGUAGE/COMMUNICATION SKILLS (written & verbal):** Must have the ability to communicate clearly and concisely in a courteous and professional manner in person, via telephone, and email.

COMPUTER/SYSTEM SKILLS REQUIREMENTS:
Good working knowledge in MS Word; Internet, and Outlook. Proficient in Excel is preferred. Must have the ability to learn and become proficient in multiple VMS tools including all Act 1 and Agile 1 Technology.

SKILLS REQUIREMENTS: Prior staffing support experience highly desirable. Ability to calculate figures and amounts such as mark-up percentages, bill rates, discounts, interest percentages, etc. Must possess advanced knowledge of MS Excel. Ability to solve practical problems and deal with a variety of concrete variables where only limited standardization exists.

CERTIFICATES, LICENSES, REGISTRATION REQUIREMENTS: N/A

WORK ENVIRONMENT/ PHYSICAL OR MENTAL ABILITIES: The demands described here are representative of those that must be met by the employee to successfully perform the essential functions of the job with or without a reasonable accommodation. If working-from-home, ensure you have a dedicated work environment and that you have the connectivity options to be able to support remote work

MENTAL DEMANDS:

• Problem Solving
• Working with interruptions
• Analytical Skills
• Creativity
• Organization
• Communications Verbal and Written

PHYSICAL DEMANDS: Office or home office based role with associated lifting of minimal equipment, sitting / standing, repetitive actions.