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Penn Line Service Inc Manager- Payroll and Benefits Administration in Scottdale, Pennsylvania

I. Job Overview and General Purpose

Manages all activities and staff engaged in the recording of hours of work, processing time records, compiling payroll data, maintaining payroll records, calculating payrolls and quarterly taxes, ensuring the timely and accurate distribution of pay and deductions. Administers company’s benefit programs for medical, dental, vision, short term disability, life insurance, and retirement.

II. Essential Duties and Responsibilities 1. Work Direction and Oversight

  • Serves as a role model of excellent customer service by responding constructively to the needs of all those he/she interacts with on a daily basis on behalf of the organization.

  • Determines work procedures, prepares work schedules, and expedites work flow of direct reports.

  • Issues written and oral instructions to direct reports and assigns duties to maximize efficiency of department processes.

  • Ensures that staff is meeting time deadlines associated with their roles and responsibilities for all activities.

  • Ensures that staff is properly trained and has the appropriate tools to accurately complete all assigned tasks.

  • Encourages collaboration between the staff to insure tasks are completed timely and that tasks can be backfilled by other staff members.

  • Assure the security and confidentiality of all business records and employee personally identifiable information.

  1. Payroll Function Administration
  • Ensures that new or rehired employee information is accurately and timely entered into Penn Line’s ERP system, Coins OA.

  • Ensures that employee numbers are assigned appropriately to new employees.

  • Ensures and verifies that all timesheets have been received and that payroll system entries are accurate and complete, and within established time constraints.

  • Ensures that employment status changes for employees are made accurately and timely in areas such as terminations, wage adjustments, occupational classification changes, employee demographics, etc.

  • Ensures and verifies that payroll deductions are properly established and withheld in the payroll system for wage garnishments, personal payroll deductions, union dues and other miscellaneous items

  • Ensures that direct deposit information is verifies and entered into the employee’s file maintenance. Ensures that direct deposit is transmitted after payroll has been posted and verified.

  • Ensures that all necessary payroll related forms and reports are prepared and provided to the various agencies and customers as required. This includes all federal, state, and local tax forms, Department of Labor reports, union reports, and other information as needed.

  • Ensures that all tax deposits and payroll related deductions are remitted timely and accurately.

  1. Benefits Administration
  • Ensures that Penn Line sponsored retirement plans are administered timely and appropriately for all employee participants, and works closely with the CFO to ensure program integrity and compliance is maintained.

  • Works closely with benefit providers to ensure that employee/beneficiary enrollment status is current, and that adequate information is available when issues arise regarding benefit coverage.

  • Ensures that employee vacation and holiday eligibility is tracked, allocated and applied in accordance with applicable Company policies and procedures.

  • Ensures that the COBRA benefit program is in compliance and that the benefit is administered properly.

  • Ensures that the enrollment process, record keeping and documentation for all health-related benefits, are timely and accurate, and are maintained in accordance with all applicable policies, procedures and laws.

  • Responsible for employee file maintenance to ensure that appropriate payroll deductions are being made, employees are active, employee benefit intentions are accurately reflected, and that employee census information is maintained.

  • Ensures that all health-related data is managed in a confidential manner.

  • Oversees and administers employee short-term disability, long-term disability, and life insurance programs coordinating any disability benefits with other leave programs.

  • Works closely with operations to ensure union employee benefits are administered appropriately by the Company, and that employee pension eligibility is accurately recorded.

  • Works closely with CFO to administer all benefit Plans.

  1. General Office Management
  • Oversees ordering and stocking of office supplies, forms, envelopes, and paper products.

  • Ensures that invoicing and payment for office materials is accurate and made in a timely manner

  1. Financial Objectives
  • Develops, administers and monitors annual Department budget.

III. Supervisory Responsibilities

Manages the Department staff assigning work to staff members within the department. Carries out supervisory responsibilities in accordance with the organization’s policies and procedures, and all applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; addressing complaints; and, resolving problems.

IV. Key Organizational Relationships (Non-reporting)

Vice President(s) of Operations Accounting Manager HR Manager IT Manager Field Supervision

V. Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

a. Education and/or experience

Associate Degree in Accounting or related area of study (Bachelor’s Degree Preferred); or five years related experience and/or training in accounting, payroll, or taxation; or equivalent combination of education and experience.

b. Language skills

Ability to read, analyze, and interpret general business publications, relevant technical practices, and governmental instruction and regulations. Ability to write routine business correspondence. Ability to effectively present information and respond to questions from managers, employees, clients, and business contacts.

c. Mathematical skills

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Ability to apply basic concepts of algebra is also required.

d. Reasoning ability

Ability to solve practical problems and deal with a variety of distinct variables in situations where only limited consistency exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

e. Computer skills

To perform this job successfully, an individual should have knowledge of Enterprise Resource Planning (ERP) software; Payroll and Benefit System software; internet software; spreadsheet software and word Processing software.

f. Certificates, designations, licenses, registrations

Valid Driver’s License

VI. Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Light lifting (under 25 lbs.) • Ability to hear

  • Sitting 6-7 hours per day • Ability to write messages

  • Occasional kneeling or bending • Ability to speak clearly

  • Ability to travel • Ability to see

VII. Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Primarily, work is performed inside, in an office setting, with no unusual environmental factors.
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