Office and Payroll Administrator

The position of Office and Payroll Administrator reports to the Vice President, Administration and Finance and performs all activities necessary to process weekly and monthly Management and weekly Union payrolls. These activities include tasks that establish and maintain accurate and timely employee payroll records for all Management and Union personnel, as in, terminations, tax withholding elections, direct deposit elections, voluntary and involuntary deductions, wage changes, tracking and reporting Third Party Sick, W-2 preparation and all other tasks related to the weekly and monthly payroll administration. This position is also responsible for maintaining compliance with the Company’s drug and alcohol policy, coordinating with insurance companies when insurable losses occur and in regards to certificate issuances, the timely processing of all fleet registrations and overweight permits and acting as office coordinator with respect to ordering all of the Company’s office supplies and services.

Key Payroll Accountabilities:

  • Manages all payroll processing functions accurately and timely. Provides company support for ADP Time and Attendance Workforce Now functions for all staff members.
  • Verifies accuracy of ADP Time and Attendance data, completes import and processes (2) weekly and (1) monthly payrolls.
  • Verifies and ensures accuracy of all payroll earnings, taxes and deductions
  • Provides accurate and timely distribution of payrolls including payroll changes
  • Manual entries
  • Pro-rated payments
  • Tax computations and benefit deductions
  • Tracking and reporting 3rd party sick
  • Maintains management vacation schedules
  • Maintains management employee charts
  • Effective and timely communication with Finance Department regarding payroll impact to General Ledger including preparation of timely wire transfer requests
  • Prepares “New Hire” information packets
  • Accurate and complete documentation of all union mechanic, union driver, and management personnel records
  • Responsible for all records regarding benefits administration in an accurate and timely fashion
  • Communicates payroll and benefit information (changes, policies, etc.) to all employees
  • Ensures accuracy of all costs/payment information with Finance Department regarding benefits administration
  • Manage and administer all benefits as necessary and coordinate with Union and National Grid where applicable (STD, LTD, Workers Comp, FMLA, etc.)
  • Manages company compliance and coordinate with National Grid where applicable with Government Regulations with COBRA, HIPAA, ERISA and others
  • Completes the unemployment paperwork received and monitors the monthly statements
  • Continually educates self on Payroll and Benefit Administration upgrades/enhancements
  • Cultivates relationship with Payroll and Benefit Administration vendors
  • Creates custom reports and completes special projects as requested

Key Office Accountabilities: 

  • Prepares and documents all drug and alcohol polices and plans, as well as the monthly and quarterly reports associated with the plans
  • Maintains and “pulls” the random drug testing list, monthly, and is the sole receiver of all test results
  • Responsible to ensure that Driver Qualification Files (DQF) are100% compliant per D.O.T. regulations and standards
  • Establishes and maintains all vehicle fleet information on the Transyst computer system
  • Timely processing of vehicle registrations for the Transgas fleet
  • Maintains and updates a complete listing of all insurance certificates issued
  • Direct contact with Liberty Mutual for al insurance matters
  • Timely preparation of overweight permits for the Transgas fleet
  • Submission of all vehicle accident reports as well as personal injury reports to the insurance carrier
  • Prepares OSHA reports from the personal injury reports
  • Maintains critical document file
  • Prepares monthly and yearly load count reports
  • Prepares accounts payable invoices weekly and forwards to Manager, Accounting
  • Maintains the master tariff book
  • Posts all incoming checks to a spreadsheet, prior to deposit by Manager, Accounting
  • Orders all office supplies and services
  • Completes special projects as requested

Knowledge & Experience Required:  

  • Strong knowledge of payroll and benefit administration with 2-4 years of related experience
  • ADP experience
  • Superior proficiency with Excel and Word
  • Excellent interpersonal & communication skills
  • Strong Systems skills
  • Superior organizational skills with strong attention to detail and a determination for accuracy
  • Must be able to manage the process of multiple tasks while prioritizing
  • High school diploma or equivalent

Knowledge & Experience Preferred:  

  • Previous experience using ADP Workforce Now (Release 9.1)
  • Previous experience with Union payroll processing
  • Associate or Bachelor’s degree in accounting or equivalent preferred


To Apply Online:  Job # 20160777