Job Description

Position Title: Payroll Administrator/Office Manager

Reports to: Controller

Result Statement: I am accountable for producing the following results:

Payroll:

1. To manage weekly payroll and processing, ensuring that all employee’s timecards, job coding and paychecks are accurate. Utilize Heavy-Job and Equipment 360 timecard imports from HCSS into Spectrum from field operations. Weekly payroll processing to ensuring direct deposits and ACH totals.

2. To manage all reporting and balances for State and Federal tax liabilities weekly, monthly, quarterly, and annually. Including FIT, FICA, MED, FUTA, SUTA, WC, etc. To balance all payroll related General Ledger accounts each month.

3. To manage new employee hiring paperwork and new position entries into HCSS Job and Spectrum. Maintenance of current crew list and changes, and employment verification requests.

4. To manage new code set up and entries for New and ongoing Contracts into HCSS to ensure time-card entry and correct Job coding.

5. To manage paperwork for Monthly and Annual reviews, work anniversaries, and birthdays. Paperwork for monthly foreman meetings as needed from Foreman. Monthly maintenance of Apprentice pay increases from reviews.

Benefits:

1. To manage weekly, monthly, quarterly, and annual Medical, Dental, Retirement and Vacation-PTO-FMLA reporting. Tracking and maintaining of employees open enrollment notifications, marriage, and new infant tracking to ensure coverages.

2. To manage and update bi-annual the employee handbook, ensuring the company is meeting current requirements. Annual mailing of all employee requirements.

3. To perform annual medical, dental, vision, vacation and retirement benefits budgets, maintenance, and renewal process, providing the best plan coverage. To perform all benefit plan reporting and maintenance tracking, ensuring new enrollment and Cobra continuation responsibilities.

4. To Monitor and Balance all benefit General Ledger (GL) accounts monthly, quarterly, and annually with Controller to ensure any adjustments as needed.

Safety:

1. To manage weekly Safety field reporting and LNI worker coding, and any potential LNI claims.

2. To manage Company Safety Manual and Vehicle Safety manual and employee signatures.

3. To manage scheduling of annual meetings and employee compliance tracking for CPR, Trench Safety, Confined Space and CESCL.

4. To manage inventory and ordering of hard hats, vests and safety equipment used in the field.

Administration:

1. To manage subcontract cleaning of office and facilities, and maintenance of budget for annual review.

2. To manage office inventory of all supplies and ordering from Office Depot, including check stocks and company business cards and other needed items.

3. To manage and distribute company marketing; hats, vests, jackets for bi-annual distribution.

4. To manage and organize company semi-annual meetings and events.

5. To manage company Business licenses and COI’s for projects, and bonding spreadsheet for all projects.

Equipment:

1. To manage fuel card ordering and maintenance and tracking reports for fuel tax credits submitted quarterly to Controller.

2. To manage company vehicle drivers list and employee manual and signature forms.

3. To add new equipment into Heavy Job for hour reporting.

Accounts Payable:

1. To Post and scan into Spectrum all G&A and Equipment invoices for approval, post and balance statements.

2. To manage Verizon bills, post and manage monthly processing.

3. To manage company Credit cards, posting and approval.

Information Technology:

1. To manage all company phones, ordering and transfers and or updates.

2. To manage all company, I-pads, ordering and coordination with our IT company for updates.

3. To manage and coordinate system software updates with our company IT administrator.

4. To review monthly and annul cell and communication contracts.

Knowledge Description:

1. Minimum 5 years Payroll experience.

2. Understanding of all Federal and State tax and labor requirements.

3. General Ledger knowledge.

4. Office 360 and spreadsheet ability.

5. Payroll Benefit knowledge for Medical and 401k retirement plans.

6. Hours of work Monday thru Friday 8:00 am to 5:00 pm.

7. Licensed Notary.

Company Description

Almond & Associates is a recruiting firm working with companies in the Greater Puget Sound area to fill office support positions.