Payroll & Accounting Specialist - Nth Generation

Do you want to surround yourself with passionate and professional individuals who have fun working together to support our clients? Nth Generation has consecutively earned San Diego Business Journal's Best Places to Work. Most recently, Nth was rated 1st among mid-sized businesses, not to mention the company has been recognized with many awards from our partner community, including Public Sector Partner of the Year for 5 years running by Hewlett Packard Enterprise. We pride ourselves on our vision, mission, and values and believe our employees are our greatest asset! To learn more about our culture, check out www.nth.com.

Benefits & Perks:

• Competitive pay
• 401(k) Retirement Plan & Discretionary Profit Sharing
• Paid Time Off - Vacation, Holiday & Sick Pay
• Group Medical, Dental, Vision, Life, STD, LTD
• Flexible Spending
• Voluntary Supplemental Insurance
• Employee Assistance Program
• Recognition & Service Award Program
• Complementary Costco Business Membership
• Employee Appreciation Events Throughout the Year

POSITION SUMMARY

The Payroll & Accounting Specialist is an integral part of both the Human Resources & Accounting teams with responsibility for administering the activities related to payroll and HRMS processing including developing, implementing, and monitoring (e.g., performing internal audit and control procedures to ensure that all wages and taxes are accurate), as well as various aspects of human resources administration and accounting support, as described below. This position is expected to provide expertise and insight to ensure optimal administration as the technical expert to the business and within ADP Workforce Now. The role of Payroll & Accounting Specialist is a combination role which reports to VP, Human Resources, with a dotted line to the EVP/CFO. All essential duties and responsibilities are to be performed while always maintaining the Nth Corporate Culture (see Appendix A).

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to the following:

Payroll:

• Effectively, efficiently, and accurately prepares and processes bi-monthly payrolls for exempt, non-exempt and temporary employees using ADP Workforce Now.
• Maintains knowledge of current payroll tax requirements and relevant laws associated with employee wages, including Fair Labor Standards Act, payroll taxes, employee federal and state income and social security taxes, State Unemployment Insurance, Worker's Compensation, etc.
• Maintains knowledge of company payroll policies and procedures, and maintains processes to ensure compliance with Federal, State and Local payroll laws.
• Reviews payroll data for inefficiencies and errors and oversees completion of necessary corrections.
• Accurately enters and maintains employee related information in ADP WFN (e.g., personnel changes, pay detail adjustments, reimbursements, deductions, commissions, bonuses, benefit changes, garnishments, tax levies, support orders, tax withholding changes, leaves of absences, terminations, etc.).
• Prepares and maintains records related to employee leave balances and verifies them against payroll records.
• Functions as the primary administrator for timekeeping, validates time and attendance records in ADP WFN.
• Reconciles payroll, payroll taxes and vacation balance information for documentation in the related journal entries.
• Works with EVP/CFO & VP, Operations to gather bonus & commission payments in a timely manner.
• Reviews new hire and employee change paperwork and collaborates with other HR team members to ensure information is entered in the system accurately and on time.
• Administers 401(k) payroll processes, including making contributions changes, administering loans, as applicable, and processing bi-monthly contributions.
• Serves as the subject matter expert for payroll-related inquiries, maintaining knowledge of ADP payroll processing system enhancements, maintaining confidentiality, and providing world class customer service.
• Acts as a liaison with benefits providers, brokers and/or consultants to ensure accurate billing, coding, and payment.
• Conducts regular audits on payroll procedures and records and ensures data integrity in ADP Workforce Now.
• Reviews, researches and assists accounting team with reconciliation of General Ledger account discrepancies and data integrity issues.
• Participates in HR process & procedure audits, including tracking training, as assigned.
• Prepares government reporting, including OES Surveys, EEO, AAP, and OSHA/Safety Reporting
• Completes VOE/VOI forms and records requests.
• Advises and trains supervisors and timekeepers regarding payroll compliance with federal and state laws related to payments, benefits, deductions, and compensation.
• Builds relevant and accurate payroll reports and maintains payroll spreadsheets.
• Processes annual W-2's for both current and previous employees, including all activities attributable to this function.
• Resolves system issues and concerns and assists with routine system maintenance.
• Supports maintenance of department's virtual and physical payroll and personnel files, ensuring accuracy, compliance, and confidentiality.
• Processes payroll adjustments, stop payments, and manual checks, as applicable.
• Identifies, recommends, and implements appropriate business process efficiencies in relation to payroll processing.
• Special projects related to compensation, payroll, HR management, and HR operations.
• Performs all other payroll-related duties, as needed and appropriate.

Accounting:

Expense Report and Credit Card Processing and Compliance:

• Verifies all necessary receipts and documentation are attached to expense reports.
• Ensures that all proper approvals are received for each report.
• Provides appropriate communication to all parties for discrepancies and compliance.
• Provides information to payroll for processing employee reimbursements and deductions, as needed.
• Downloads company credit card transactions.
• Collects and matches receipts to charges.
• Ensures appropriate approvals are obtained.
• Enters purchase orders, as needed.
• Assigns proper account numbers related to the type of expense being incurred.

Third-party Health Provider Invoice Reconciliation:

• Verifies and reconciles all invoices to ensure accuracy and includes all requisite backup information.
• Provides appropriate communication to all parties for discrepancies and compliance.
• Provides information for processing payment, as needed.

Receivables, Deposits & Reconciliations:

• Matches customer checks to invoices, makes bank deposits, applies cash payments received in accounting system, and maintains client invoice files.
• Serves as back up for performing petty cash reconciliations.

Additional Accounting Administration:

• Maintains assigned accounts by recording, identifying, and verifying financial transactions.
• Follows internal accounting procedures and policies to ensure financial security is maintained.
• Collaborates with others in the accounting department to ensure all financial actions are accurate.
• Coordinates and communicates with staff in various departments to ensure complete and accurate documentation to back up transactions.
• Researches and assists with resolution of reconciliation variances.
• Maintains client and vendor files. Ensures that filing is done on a regular basis to avoid backlog. Ensures that records are easily located.
• Assists in annual year end CPA audit and periodic bank audits.

Miscellaneous:

• Monitors and manages assigned HR group mailboxes, responding or forwarding, as needed.
• Assist HR with employment onboarding and/or separations.
• Serves as the go to person in communications between the Irvine Office, the Irvine Company and Nth, assisting with supply needs, administering parking passes, announcements, etc.
• Handles any Amazon business account questions and/or assists, as needed.
• Maintains office and food supplies for both Nth San Diego and Nth Irvine.
• Manages snack tally sheets and reconciliation.
• Answers company's mainline, determines caller's needs, and provides world-class customer service, ensuring messages are routed to the appropriate Nth representative for a timely response.
• Arranges for Company catering; assists with event planning and coordination, as needed.
• Maintains scheduling of conference rooms, classrooms, and other resources to ensure appropriate reservations and preparation in anticipation of scheduled meetings or events.
• Manages the company's Toll Roads Account, ordering, updating, or discontinuing accounts or transponders, as needed.
• Drives recognition engagement related to birthday and anniversary announcements in recognition platform.
• Carries out many assignments and projects that are varied in nature, including preparing correspondence, memos, confidential materials, etc.
• Serves as backup to team members, as appropriate, including:
  • May assist with internal employee events and celebrations (e.g., birthdays, anniversaries, team bonding, potlucks, holiday events, etc.).
  • May serve as backup for coordinating, scheduling, booking, and maintaining travel reservations for the executive, technical and sales staff, as needed. This includes registration for partner events and shows, hotel, flight, car rental, etc.
• Provides additional multifaceted professional support, as needed.
• Flexible with demands on time and able to deal with frequent and last-minute scheduling changes.
• Able to work during Nth Generation's core hours of operation, from 8:00am to 5:00pm. Demonstrates flexibility to work early and/or late if there are last minute requirements to perform tasks.
• As business and operational demands dictate, additional duties may be assigned and expected to be performed.

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 accommodation may be made to enable an otherwise qualified individual with a disability to perform the essential functions.

Education and / or Experience

• Typically requires:
  • A bachelor's degree in human resources management, finance, accounting, or related field.
  • 5+ years of experience administering payroll.
  • 3+ years of experience specific to ADP Workforce Now, or similar HRMS system.
  • At least 3 years of hands-on experience with data analysis and/or related experience.
• Some accounting experience preferred.
• An equivalent combination of education and experience will be considered.

Skills, Knowledge, and Abilities

• High level proficiency in ADP Workforce Now.
• Highly proficient in Office 365, especially utilization of Teams, Outlook, Excel, and Word.
• Proficient in applicable accounting software packages.
• Ability to navigate complicated spreadsheets quickly and efficiently.
• Strong numerical aptitude and attention to detail and accuracy.
• Must be able to learn new concepts, practices, and processes quickly and successfully.
• Able to multitask while still showing strong work quality and meticulous attention to detail.
• Ability to exercise tact and diplomacy in dealing with others.
• Must possess ability to exercise sound critical thinking and judgment.
• Ability to maintain strict confidentiality of business or personnel information, exercising extreme discretion.
• Ability to organize and prioritize work assignments in an unstructured environment.
• Must be able to remain flexible to constantly changing business demands.
• Ability to maintain a courteous, professional manner with others at all times and work well under pressure.
• Collaborative, positive, patient, and enthusiastic to assist and cultivate relationships with clients, manufacturer partners, and Nth teammates.
• Ability to interface internally with all departments and externally with outside sales, clients, and partners.
• Highly developed business communications acumen, including the ability to see the big picture, motivate and influence across peer teams.
• Demonstrated high levels of ownership, responsibility, and initiative.
• Endurance for a fast‐paced, high-task, collaborative environment; whether virtual or in-person.
• Developed time management skills - ability to balance long term projects alongside numerous hot tasks with grace and efficiency.
• Ability to prioritize, multitask and meet strict deadlines.
• Organized, logical and methodical approach.
• Ability to remain calm under pressure.
• Excellent communication skills, both verbal and written.
• Working knowledge of relevant legal regulations.
• Must possess ability to exercise sound judgment.
• Must be a self-starter.
• Must be a team player.

Certificates, Licenses, Registrations

• Driver's License.