Payroll Assistant
Excel Facility Services
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Job summary
Excel Facility Services in Nutley, NJ is seeking a Payroll Assistant to support payroll and HR functions. The role handles timekeeping, schedules, payroll records, and system information, ensuring accuracy and timely submission.
Responsibilities include managing USPS timecards, maintaining systems like ADP Workforce Now, and auditing employee data. This is a part-time onsite position with a $25/hour rate and 25 hours per week.
Qualifications
- Experience with payroll systems and timekeeping processes.
- Strong attention to detail and high level of confidentiality.
- Ability to manage multiple schedules and payroll data accurately.
Responsibilities
- Understand payroll, timekeeping, scheduling, and operational systems used (e.g., ADP Workforce Now).
- Process payroll and manage USPS timecards in ADP Workforce Manager.
- Review and correct timecards, schedules, and location data for accuracy.
Skills
Job description
If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.
Nutley, NJ, US
Salary Range: $25.00 To $25.00 Hourly
The Payroll Assistant supports the Payroll and Human Resources functions by helping maintain accurate employee timekeeping, schedules, payroll records, employee profiles, and system information. This position works closely with Payroll, Human Resources, Account Managers, and Operations to ensure employee timecards and payroll related information are accurate, complete, properly documented, and submitted on time.
The Payroll Assistant must develop a strong understanding of all systems and payroll applications used by the company and understand how information flows between the different systems. This position requires strong attention to detail, organization, confidentiality, and consistent daily review of payroll and employee information.
Understand the purpose and functionality of all payroll, timekeeping, scheduling, and operational systems used by the company, including ADP Workforce Now, ADP Workforce Manager, Teams, Sitefotos, and internal tracking systems.
Assist with adding and maintaining employee schedules in the appropriate systems.
Configure and maintain HyperFinds for new clients, locations, and operational needs.
Add new client and work locations across all required systems, including Teams, the company Master location records, ADP Workforce Now, and ADP Workforce Manager.
Verify that location information is consistent across systems.
Review employee schedules and determine when schedule adjustments may be required based on assigned locations, hours, or operational changes.
Coordinate with Account Managers when schedule information is missing, incorrect, or requires clarification.
Process payroll as needed.
Manage USPS employee timecards and review them daily for accuracy.
Clean and correct timecards daily and communicate with Area Managers regarding missing punches, incorrect punches, schedules, coverage, or other timekeeping discrepancies.
Import USPS Sitefotos timecards into ADP Workforce Manager according to the established schedule, currently every Monday and Thursday.
Review all imported timecards to confirm that hours transferred correctly and investigate any discrepancies.
Review employee punches against assigned work locations and schedules.
Review location radius settings and site locations for accuracy.
Adjust approved known places, longitude, latitude, and location radius information as necessary to ensure accurate employee timekeeping.
Identify unusual or inconsistent timecard activity and escalation to appropriate area manager.
Review overtime and Area Manager notes to determine and document the reason for overtime.
Verify that overtime has appropriate supporting information and escalation missing or unclear explanations.
Ensure managers enter all required coverage notes when employees cover additional locations, shifts, or employees.
Review schedules and coverage information to confirm that hours are allocated to the appropriate employee, location, and account.
Review bereavement time entered on employee timecards and confirm that the time requested complies with company policy.
Identify requests that do not meet policy requirements and refer them to Human Resources or Payroll for review.
For requests involving three consecutive days of sick time, contact the assigned Area Manager to obtain any documentation required under company policy and applicable law.
Confirm approved time off is accurately reflected on the employee's timecard and schedule.
Review employee profiles regularly to ensure information is accurate and complete.
Perform employee profile audits daily by dedicating time each day to reviewing a designated number of employee records.
Pay particular attention to employee custom fields and payroll related information.
Verify employee location, manager, Area Manager, schedule, employment status, payroll information, and other required fields.
Update assigned Area Manager information whenever changes occur.
Identify incomplete, inconsistent, or outdated employee information and coordinate corrections with Payroll or Human Resources.
The Payroll Assistant is expected to maintain a consistent daily review process that includes:
Reviewing and cleaning assigned timecards.
Reviewing timecard exceptions and missing punches.
Reviewing overtime and manager notes.
Confirming required coverage notes are entered.
Reviewing schedules for necessary adjustments.
Following up with Account Managers regarding outstanding timekeeping issues.
Escalating payroll discrepancies or unresolved issues promptly.
Attention to detail
Payroll and timekeeping accuracy
Confidentiality
Organization and prioritization
Problem solving
Accountability
System proficiency
Documentation and recordkeeping
Communication and manager coordination
Ability to meet payroll deadlines
The Payroll Assistant plays an important role in ensuring payroll information is accurate before payroll processing. The individual must be proactive in identifying discrepancies rather than waiting until payroll processing deadlines to address them.
The Payroll Assistant is expected to maintain accurate documentation, complete assigned audits consistently, communicate outstanding issues promptly, and ensure payroll and timekeeping records are maintained in accordance with company policies and procedures.
The Payroll Assistant supports the Payroll and Human Resources functions by helping maintain accurate employee timekeeping, schedules, payroll records, employee profiles, and system information. This position works closely with Payroll, Human Resources, Account Managers, and Operations to ensure employee timecards and payroll related information are accurate, complete, properly documented, and submitted on time.
The Payroll Assistant must develop a strong understanding of all systems and payroll applications used by the company and understand how information flows between the different systems. This position requires strong attention to detail, organization, confidentiality, and consistent daily review of payroll and employee information.
Understand the purpose and functionality of all payroll, timekeeping, scheduling, and operational systems used by the company, including ADP Workforce Now, ADP Workforce Manager, Teams, Sitefotos, and internal tracking systems.
Assist with adding and maintaining employee schedules in the appropriate systems.
Configure and maintain HyperFinds for new clients, locations, and operational needs.
Add new client and work locations across all required systems, including Teams, the company Master location records, ADP Workforce Now, and ADP Workforce Manager.
Verify that location information is consistent across systems.
Review employee schedules and determine when schedule adjustments may be required based on assigned locations, hours, or operational changes.
Coordinate with Account Managers when schedule information is missing, incorrect, or requires clarification.
Process payroll as needed.
Manage USPS employee timecards and review them daily for accuracy.
Clean and correct timecards daily and communicate with Area Managers regarding missing punches, incorrect punches, schedules, coverage, or other timekeeping discrepancies.
Import USPS Sitefotos timecards into ADP Workforce Manager according to the established schedule, currently every Monday and Thursday.
Review all imported timecards to confirm that hours transferred correctly and investigate any discrepancies.
Review employee punches against assigned work locations and schedules.
Review location radius settings and site locations for accuracy.
Adjust approved known places, longitude, latitude, and location radius information as necessary to ensure accurate employee timekeeping.
Identify unusual or inconsistent timecard activity and escalation to appropriate area manager.
Review overtime and Area Manager notes to determine and document the reason for overtime.
Verify that overtime has appropriate supporting information and escalation missing or unclear explanations.
Ensure managers enter all required coverage notes when employees cover additional locations, shifts, or employees.
Review schedules and coverage information to confirm that hours are allocated to the appropriate employee, location, and account.
Review bereavement time entered on employee timecards and confirm that the time requested complies with company policy.
Identify requests that do not meet policy requirements and refer them to Human Resources or Payroll for review.
For requests involving three consecutive days of sick time, contact the assigned Area Manager to obtain any documentation required under company policy and applicable law.
Confirm approved time off is accurately reflected on the employee’s timecard and schedule.
Review employee profiles regularly to ensure information is accurate and complete.
Perform employee profile audits daily by dedicating time each day to reviewing a designated number of employee records.
Pay particular attention to employee custom fields and payroll related information.
Verify employee location, manager, Area Manager, schedule, employment status, payroll information, and other required fields.
Update assigned Area Manager information whenever changes occur.
Identify incomplete, inconsistent, or outdated employee information and coordinate corrections with Payroll or Human Resources.
The Payroll Assistant is expected to maintain a consistent daily review process that includes:
Reviewing and cleaning assigned timecards.
Reviewing timecard exceptions and missing punches.
Reviewing overtime and manager notes.
Confirming required coverage notes are entered.
Reviewing schedules for necessary adjustments.
Following up with Account Managers regarding outstanding timekeeping issues.
Escalating payroll discrepancies or unresolved issues promptly.
Attention to detail
Payroll and timekeeping accuracy
Confidentiality
Organization and prioritization
Problem solving
Accountability
System proficiency
Documentation and recordkeeping
Communication and manager coordination
Ability to meet payroll deadlines
The Payroll Assistant plays an important role in ensuring payroll information is accurate before payroll processing. The individual must be proactive in identifying discrepancies rather than waiting until payroll processing deadlines to address them.
The Payroll Assistant is expected to maintain accurate documentation, complete assigned audits consistently, communicate outstanding issues promptly, and ensure payroll and timekeeping records are maintained in accordance with company policies and procedures.
Mondays and Thursdays 8:30 am to 4:00 pm
Tuesdays 8:30 AM to 5:00pm
Fridays 9:00 am to 3:00 pm
25 hours per week
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