Job Information
SOUTHERN INDUSTRIAL SERVICE LLC Payroll, HR Assistant and A/P Clerk in Charleston, Tennessee
This position is a critical contributor to the financial health of the company by providing critical payroll and human resource assistant functions for the company's labor pool.
The position will also perform accounts payable functions by loading vendor billing into QuickBooks and ensuring proper payment procedures.
This position will also support and cooperate with other office staff by providing general office administration, receiving visitors, telephone answering, responding to email correspondence timely and providing clerical support to project management staff and others as needed.
Payroll and Human Resources Assistant:
This requires the processing of payroll weekly to be completed by end of day on Tuesday of every week.
Accuracy of payroll data is an essential function of this position including accurate employee setups, accurate accrual reporting, and monthly union reporting.
Accounts Payable
:
Accounts Payable component includes data entry of all account's payables from suppliers, vendors, and subcontractors in a timely and effective manner for the company.
Coordination with other employees is a critical aspect of this job.
Obtaining W-9's and Insurance Certificates.
ESSENTIAL DUTIES:
1.
Correspondence:
Timely respond to emails copying team members who need to be informed.
File and correspond accordingly.
Respond to all emails requiring action or an affirmative response to acknowledge receipt.
2.
Payroll and Human Resources:
Task includes collection of payroll timesheets, entering the information into the payroll processing system, ensuring its accuracy for the benefit of the employees, the company and its reporting.
The position will maintain the overall operations of payroll processing, including activities relating to wages, salaries, attendance, employee benefits (i.e., State Disability Insurance and Worker's Compensation); the automated processing of payroll, timekeeping and personnel transactions; and basic mathematical concepts. Must have the ability analyze problems and discern discrepancies related to payroll and timekeeping matters; accurately and rapidly perform mathematical calculations by hand and by machine; relate tactfully and effectively to others; communicate clearly and effectively in routine and stressful situations; prepare a variety of payroll documents and records; input data accurately into an automated system; and comprehend and interpret procedural and other information relating to payroll operations.
3.
Prepare Union Reports:
Union reports shall be prepared by the 10^th^ of the month following the last closed month.
Payroll Liability accounts shall be reconciled against the payroll reports and appropriate adjusting entries shall be made to reconcile accounts. A critical function of this position is to research and resolve discrepancies of payroll data (e.g. time sheets, leave time, unemployment eligibility, direct deposit requirements, salary schedule, benefit eligibility, etc.) for the purpose of ensuring accuracy and adherence to procedures prior to processing.
All employee inquiries are a top priority, and the Owner must be informed if an error is found in an employee's payroll.
4.
Employee Files Maintenance:
This position requires the maintenance of accurate and up-to-date employee files including all safety and training certifications, as required by the company and its various customers.
Employee records in both written and electronic formats, (e.g. employee records, leave status, timecards, deductions, W-4's, etc.) for the purpose of ensuring records are current and providing an up-to-date reference and audit trail compliance.
New hire onboarding, and compliance with company and customer safety and training requirements is a critical function of this position.
Monitoring all employees' safety compliance, certification and expirations is also a critical function of this position.
5.
Acc unts Payable:
Maintain and post invoices into QuickBooks Accounting System in a way that ensures accurate job costing.
Reconcile vendor statements when received.
Pay bills timely with authorization from Owner, go to great lengths to maximize discount incentives, maintain due dates, minimize late payment fees, and do everything necessary to run an efficient accounts payable system.
Ensure a second set of eyes and initials on the checks written and any accounts payable's paid and going out the door.
6.
Government and Insurance Reporting:
Maintain W-9's for subcontractors and record EIN numbers in QuickBooks setups for use in issuing annual 1099 statements.
Maintain insurance certificates for subcontractors paid for workman's compensation audit and insurance purposes.
Maintain a structured effective system of monitoring both forms.
7.
General Clerical and Project Management Support:
Provide
all support of the construction management staff and perform all other duties as assigned by Owner and Supervisor.
8.
Office Quality:
Contribute to the maintenance, organization and cleanliness of work area, office work, and common office areas.
9.
Quality Control:
Report observations of discrepancies, abuse or questionable transactions or findings to the Controller to raise awareness of items he may not be aware of.
10.
Other duties:
Carry
out all other duties assigned by Controller.