Location: Warwick,RI, USA
Human Resources/Payroll Specialist
JOB description summary
Position supports all human resource functions (HR) and ensures the accuracy and timely processing of weekly payroll. This role combines HR administration and payroll processing and compliance, serving as the primary contact for employee inquiries, benefits administration, recruiting, and other HR related tasks.
In addition, the position supports the Company on various administrative tasks.
BENEFITS
SCHEDULE
WORK LOCATION:
MAIN RESPONSIBILITIES
Human Resources:
*Related Terms: Employee Relations Specialist, Benefits Administrator, Talent Acquisition, Onboarding Expert, Workplace Culture Builder.*
o Serve as first point of contact for employee questions about company policies, benefits, and payroll.
o Manage the full recruitment cycle, including job postings, candidate screening, interview coordination and offer letters.
o Assist hiring managers with identifying and hiring talent that fits both skill requirements and company culture.
o Conduct new hire orientations and onboarding to ensure a positive, welcoming experience.
o Manage the offboarding processes, including preparing necessary paperwork and conducting exit interviews.
o Serve as a point of contact for employee inquiries and concerns, fostering a supportive and respectful workplace.
o Develop and implement employee engagement initiatives, recognition programs and team building activities to enhance morale and retention.
o Administer employee benefits programs, including health insurance, life insurance, simple IRA plans, and leave management.
o Assist employees with benefits enrollment, changes, or questions.
o Maintain employee files and HR records, ensuring confidentiality and compliance with federal and state employment laws and labor laws
o Stay up to date on employment law changes, ensuring company policies are compliant and communicate necessary updates to the staff.
o Prepare and submit all required regulatory filings such as ACA and EEO.
o Manage the performance management cycle including mid-year and annual reviews and goal setting.
o Assist in identifying training and development needs and assist with coordinating learning opportunities for the team.
o In conjunction with legal and principals, responsible for any updates or changes needed to the employee handbook.
o Assist with workplace safety initiatives, including tracking and reporting workplace incidents.
Payroll:
*Related Terms: Payroll Compliance, Wage Processing Expert, Tax Filing Specialist, Payroll Software Management*
o Weekly, processes all payroll data required for salary, office hourly and union payrolls.
o Weekly, processes payroll employee and employer deductions in the areas of taxes, benefits, garnishments, child support, union dues and others.
o Familiarize yourself and keep current with regulatory, tax and compliance laws and other factors that have a direct impact on payroll processing and handling.
o Prepare manual checks for employees as needed.
o Ensure interfaces between ERP system and payroll system are in balance and coordinated after each payroll run (gross to net/ by job). Any discrepancies must be resolved and adjusted within the same week that payroll is processed.
o Responsible for all relevant payroll tax filings, both federal and state are reconciled, verified, and tied out to payroll records.
o Liaison with external auditors on any payroll related topics.
o Prepares month-end workpapers associated with accrued payroll, accrued bonus, and accrued vacation, specifically responsible for paid time off accruals and ensures proper reconciliations and detailed support back to the general ledger.
o Lay off, pay off payroll processing cycle, mainly related to the union employees.
o Responsible for all union related tasks such as reporting, union deductions and dues and ensures we are always in conformity with the union collective bargaining agreement.
o Responsible for working with third party partners ensuring the certified union payroll by job is accurate and complete.
Administrative:
*Related Terms: Office Management, Event Coordination, Executive Support, Travel Arrangements, Team Collaboration.*
o Manage office supplies and order new supplies as deemed necessary.
o Serves as the point of contact for all employees, including providing administrative support.
o Coordinate office events, meetings, and employee activities, including booking venues and handling logistics.
o Manage travel arrangements for the Company.
o Assists in scheduling meetings, coordinating appointments, and managing office calendars.
o Prepare, edit, and format documents, reports, presentations, and other materials as required.
o Maintain filing systems and organize company records, ensuring confidentiality and accessibility.
o Serve as the first point of contact for visitors, greeting them and assisting with inquiries.
o Other ad hoc requests.
Scope / Dimensions of job
o Multiple legal entities
o Union and Office Staff
o Multiple Construction Jobs operating at once.
Communication partners
o Shareholders
o Local Senior / Top Management / all Employees of the legal entities
o External partners such as auditors, third party providers and tax advisors and authorities
Jobholder Requirements
o Bachelor's degree (B.A.) from four -year college or university
o 3 to 5 years' related experience and/or training; or an equivalent combination of education and experience preferably in a small to mid-size company.
o Construction accounting experience is a plus but not required.
KEY COMPETENCIES / OTHER SPECIAL SKILLS
Key Competencies:
o Attention to Detail
o Problem Solving
o Flexibility & Follow-Through
o Systematic Problem Solving
o Teamwork and Cooperation
o Time Management Skills
o Excellent Organizational Skills
o Relationship Management
o Strong empathy and people skills
o Integrity
o High accountability culture
Other Special Skills:
o Multiple and competing priorities during peak periods-effective planning and time management will be instrumental to success.
o Follow-through of others will impact ability to complete tasks on time & accurately---relationship building, advanced & continuous communication of expectations, and follow-through will be instrumental to success.
o Experienced in financial accounting, financial analysis & treasury management
o Systems Savvy – able to work in various systems and platforms – QuickBooks, Spectrum, Microsoft Office, Teams.
o Strong Analytical skills. Excellent Communicator and strong collaborator with all levels of organization.