Payroll Administrator

Job title: Payroll Administrator               

FLSA status: Exempt

Department: Human Resources                 

Reports To: President of Operations

Position Summary: The Payroll Administrator is responsible for the timely and accurate reconciliation and submission of payroll for the executive team, exempt, and non-exempt employees. This role partners closely with HR Generalists to ensure proper payroll adjustments for their respective areas. The Payroll Administrator also collaborates with Finance and Accounting teams to ensure accurate General Ledger and file feed reconciliation related to payroll, benefits, and tax submissions. All payroll activities are performed in compliance with federal, state, and local laws, supporting month-end duties and working with HR, Finance, and third-party vendors.

General Purpose: Maintain culture building and development of the Family Express “Living Brand” by observing all aspects of the company’s Human Resources and the Human Resource department, consistent with the Family Express vision and mission. Aids all levels of the company, adhering to all department policies and procedures.

Position Responsibilities

• Process the company’s bi-weekly payroll timely, accurately, and compliantly, including payroll for the executive team.
• Audit and process payroll documents; collaborate with HR Generalists to process Time & Attendance data and reconcile variances prior to payroll submission.
• Enter and manage payroll adjustments such as garnishments, bonuses, commissions, retroactive pay, and special payouts, ensuring accuracy and compliance.
• Perform month-end payroll duties including payroll accrual submissions (with management approval), approval of HR-related invoices, timely payment, and general ledger reconciliations.
• Maintain accurate payroll records and documentation in compliance with laws and company policies.
• Serve as the primary point of contact for payroll inquiries, providing prompt and professional resolutions.
• Maintain vendor relationships for payroll, recruiting platforms, and other HR services.
• Provide training and guidance to managers and employees on payroll systems, timekeeping tools, and payroll policies to ensure compliance and full utilization.
• Collaborate with HR to process changes in employee status, compensation, deductions, and benefits.
• Assist with year-end activities including W-2 preparation, distribution, and other required tax reporting.
• Support internal and external audits by preparing and providing payroll documentation.
• Continuously seek ways to streamline and improve payroll processes and system efficiencies.
• Monitor associate morale and company culture.
• Provide guidance on personnel policies and procedures to associates and management.
• Review, track, and document compliance with mandatory and non-mandatory training, continuing education, and work assessments.
• Maintain compliance with federal, state, and local employment laws and regulations; regularly review policies to ensure compliance.
• Stay informed on trends, best practices, regulatory changes, and new technologies in HR, talent management, and employment law as applicable.
• Manage risk within the organization to minimize financial impact.
• Perform other duties as assigned by supervisor.

Role Qualifications:

• Experience with payroll administration required.
• Strong knowledge of payroll and tax regulations; multi-state payroll experience preferred.
• Experience with Paylocity preferred.
• Must be available on-call 24/7 to support stores and all levels of the organization.
• Able to interact professionally and effectively with Family Express personnel, community members, industry partners, customers, and vendors.
• Previous experience in Human Resources or related field preferred.

Essential Skills and Experience:

• Excellent verbal and written communication skills.
• Strong interpersonal, negotiation, and conflict resolution abilities.
• Exceptional organizational skills and attention to detail.
• Effective time management with the ability to meet deadlines.
• Strong analytical and problem-solving skills at both strategic and functional levels.
• Ability to prioritize and delegate tasks appropriately.
• Demonstrated integrity, professionalism, and confidentiality.
• Knowledge of employment-related laws and regulations.
• Solid understanding of payroll administration and tax regulations, including multi-state payroll.
• Familiarity with human resources policies and programs.
• Thorough knowledge of state and federal regulations related to benefits administration.
• Proficient with Microsoft Office Suite or related software.
• Ability to quickly learn and use the organization’s HRIS and talent management systems.

Non-Essential Skills and Experience:

• Previous retail experience
• Experience with Paylocity
• 2–4-year college degree in Human Resources or related field

Reporting To This Position: None

Physical Demands and Work Environment:

• Physical Demands: While performing the duties of this job, the employee is required to stand for prolonged periods; work longer than eight (8) hour shifts, reach, climb, balance, stoop, kneel, crouch; talk and hear; taste and smell. The employee must occasionally lift and/or move up to 50 lbs. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to focus.
• Work Environment: Must have flexibility to work, all days of the week, when necessary, along with holidays and evenings.