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Philadelphia Gas Works Payroll Specialist in Philadelphia, Pennsylvania

Philadelphia Gas Works

Looking for a challenge and ready to power up your career?

Free Health Insurance – Free Dental Insurance – Pension Plan – Free Parking – Wellness Programs

The Philadelphia Gas Works (PGW) is the largest municipally-owned gas utility in the nation, supplying gas service in the City of Philadelphia to over 500,000 customers. From its humble beginnings in 1836, PGW has grown into the large, modern facility that exists today. As one of the nation's leading natural gas providers, PGW prides itself on stability and continual growth. PGW is dedicated to becoming the Greenest Natural Gas Delivery Company in the region.

Become part of the PGW Team!

Payroll Specialist

*Based on experience

Payroll Specialist I, II

The Payroll Specialist I, II is responsible for the processing and timely delivery of assigned PGW active employee and retiree payrolls. The Payroll Specialist I, II use an understanding of the Company’s payroll system to accurately pay employees in compliance with federal and state laws and regulations, such as the Internal Revenue Service (IRS) and Fair Labor Standards Act (FLSA) rules and regulations. The Payroll Specialist I, II help to assure proper tax treatment, accounting, and disposition of withholdings such as taxes, deductions for benefits, charitable contributions, pension plan contributions, other savings, etc. The Payroll Specialist I, II exercise independent judgment and discretion in planning and carrying out the details of work procedures and methods, provides payroll data to internal and external stakeholders, as needed, and performs audits and reconciliations of payroll data.

Senior Payroll Specialist

The Senior Payroll Specialist is responsible for the coordination of payroll processing operations for PGW active employee and retiree payrolls. The Senior Payroll Specialist will monitor payroll processing workflows, team assignments, and processing deadlines. The Senior Payroll Specialist verifies the accurate calculation of wages, tax withholdings, and other company deductions such as benefits, charitable contributions, pension plan contributions, other savings, etc., The Senior Payroll Specialist assist team members with resolving errors or responding to inquiries. Additionally, the Senior Payroll Specialist will be required to prepare reports on employee pay, bonuses, vacation, sick, disability, and worker compensation leave, tax withholdings, other withholdings, etc. The Senior Payroll Specialist coordinates the distribution of paychecks and direct deposit programs; provides training to team members on polices, regulations, and processes; and contributes to the development of team members, processes, and procedures. The Senior Payroll Specialist exercises independent judgment and discretion in planning and carrying out the details of work procedures and methods, provides payroll data and recommendations to internal and external stakeholders, as needed, and performs audits and reconciliations of payroll data.

Process weekly active employee and monthly retirement payrolls in compliance with federal, state, and local wage and hours laws, while ensuring accurate tax withholding, recording, and reporting of federal, state, and local payroll taxes, and garnishments.

Ensure proper payment of wages and salaries in accordance with PGW Company Policies and the current Local 686 Collective Bargaining Agreement, by using the ADP Vantage payroll system to correctly process earnings and reported hours worked, overtime hours, paid leave, holiday pay, and other miscellaneous earnings while meeting payroll schedule deadlines.

Verify payroll data input from Form 141 employee changes processed in ADP Vantage by the Human Resources Department, including new hires, transfers, salary changes, address changes, etc. Separate and review employee address changes and check accuracy of federal and state withholding tax panels.

Enter Direct Deposit Form data on employee and retiree direct deposit panels in ADP Vantage.

Record Form W-4 and W-4P Tax Withholding data on employee tax withholding panels in ADP Vantage.

Initiate and maintain Wage Garnishment deductions and payees as documentation is received from federal, state, and local jurisdictions.

Facilitate employee participation in various voluntary payroll deduction options by processing deduction forms, which includes verifying employee eligibility and checking the accuracy of completed forms, and by ensuring the authorized deductions are made from employee paychecks and disbursed to the proper agencies and/or companies designated by the employee.

Enter and maintain employee 457 and 401(a) loan deductions. Stop loan deductions when notified of a loan payoff and initiate new loans in ADP Vantage based on information supplied by the Newport Group.

Review and Accept ADP4ME employee self-service changes to be included with weekly payroll.

Enter all requested timesheet adjustments. Calculate and enter adjustments for Workers’ Compensation and Bypass Bonuses on applicable employees’ timesheets.

Utilize the Workforce Time and Labor Management System, which calculates and collects regular hours worked, paid and unpaid time- off hours, overtime hours, shift hours, and miscellaneous earnings codes, to generate the Weekly Time Export File. Validate and import the Weekly Time Batch File into ADP Vantage.

Calculate and enter Vehicle Income information received from PGW departments and individual employees who are authorized to utilize PGW Fleet vehicles for commuter and/or personal use.

Process payroll reimbursements and incentive payments, including Tuition Reimbursements, Safety Shoes Reimbursements, Weekly Health Opt-Out Payment, Employee Expense Reimbursements, Bonuses, Employee Recognition Awards, Wellness Program Incentives, etc.

Calculate and process adjustments for retroactive pay and calculate pro-rated pay for new and terminated employees.

Process weekly and/or monthly payrolls per Payroll Calendar in ADP Vantage. Enter and batch payroll data, calculate payroll, review error reports, and make corrections, review payroll registers and payroll summaries by pay group, verify weekly adjustments, and accept payroll. Payroll is submitted to ADP for processing as each pay group is accepted.

Coordinate monthly retirement enrollment with the Human Resources Department for proper benefit and deduction set-up. Verify and process unused vacation and sick leave payouts in Workforce TLM.

Satisfy requests for copies of employee W-2 Forms and pension 1099-R Forms.

Monitor and record daily flexible spending account (FSA) activity and create FSA monthly journal entries.

Submit annual files and monitor deaths weekly using Life Status 360. Take actions to terminate deceased retirees and survivors in ADP Vantage. Record death dates for deceased pension beneficiaries.

Prepare all accounts payable Wire Funding Invoices to pay and record payroll liabilities for taxes, direct deposits, net pay, and deductions. ADP tax invoices should be attached.

Generate and upload the custom ADP Vantage weekly and monthly payroll journal entries to the Oracle System.

Provide information to employees and managers on payroll related matters.

Facilitate audits related to active payroll, as well as the annual retirement audit by providing records and documentation to auditors.

Answer employees’ inquiries pertaining to payroll calculations, taxes, checks, payroll policies and procedures, and other payroll related matters.

Perform and review monthly payroll close duties, including the preparation/review of fiscal-end accruals and weekly and monthly journal entries for all payroll and benefits, preparation/review of reconciliations of payroll accounts and preparation of month-end account analysis for all payroll accounts.

Generate and distribute required payroll-related reports and spreadsheets. Prepare and create ad hoc reports and spreadsheets as requested using ADP Reporting ADPR.

Provide appropriate, timely responses to verbal and/or written communications with internal customers for information on items such as paychecks, deductions, taxes and earnings, and other payroll related information and external requests for verification of employment.

Monitor and record daily flexible spending account (FSA) activity and create FSA monthly journal entries.

Satisfy requests for copies of employee W-2 Forms and pension 1099-R Forms.

System and Employee Maintenance

Structure, process, verify, and maintain employee payroll records, including data such as names, addresses, telephone numbers, deduction information, direct deposit requests, and tax forms. Enter data into computer records and updates as necessary, including verifying changes in salaries and employment status as authorized by Human Resource Department.

Maintain and safeguard all generated Time File Exports, Payroll Registers, Payroll Summaries, Payroll General Ledger Spreadsheets, Deduction Files, W-2 Files, 1099-R Files, etc. on the Treasury Share Drive.

Maintain and safeguard all retiree pension folders which contain pension calculations, Form 141 personnel changes, and correspondence.

Payroll Reporting and Reconciliation

Ensure all taxes are reconciled, processed, and paid in a timely manner.

Prepare weekly, monthly, quarterly, and year-end payroll and tax related reports.

Process and issue employee paychecks and pay statements with earnings, deductions, and taxable benefits information. Pay statements are made available to view electronically on ADP4ME.

Meet all monthly, quarterly, and annual payroll-related tax filings and reporting requirements.

Balance quarterly W-2s, Wage and Tax Registers, and Monthly Management Reports.

Prepare and balance Monthly and Fiscal Year-To-Date Statement of Wages Reports.

Compile the Monthly Distribution Rate Sheet and submit departmental hourly rates to the Accounting & Reporting Department for Labor Distribution.

Balance and submit required Lead Sheets for all payroll-related Oracle accounts.

Training and Documentation

Train assigned personnel to function as a back-up to the Payroll Specialist I, II position.

Finance and Accounting

Serve as a team member on all projects related to payroll, time and labor, account payables, and cash and finance.

Other Related Functions

Coordinate with the Human Resources and Information Technology departments to obtain all necessary information for updating and maintaining payroll records, implement new and revised governmental regulations, pay rate increases and benefit changes.

Remain competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development seminars, and attending training and/or courses as required.

Remain current with federal, state, rulings by studying existing, and new legislation (e.g., APA, payroll seminars/webinars).

Contribute to the overall success of the Treasury Department by performing all other duties and responsibilities as assigned, acting as a back-up for other positions as needed, maintaining high levels of accuracy, maintaining a professional demeanor and appropriate levels of confidentiality, and providing excellent customer service.

Build strong, collaborative working relationships with ADP Payroll, Workforce Software, and internal business partners, with a focus on driving efficiencies and improving levels of service.

Review and update payroll policies and procedures to maximize efficiency of payroll cycles.

Maintain complete confidentiality of all payroll data, records, and reports.

Perform other special projects and assignments as directed.

Associates Degree in Accounting, Finance, Business Management, or other related area is required.

Fundamental Payroll Professional or Certified Payroll Professional is preferred.

Payroll Specialist I require 1- 3yrs experience; Payroll Specialist II and Senior Payroll Specialist requires 3-5 years’ experience related experience processing payroll, tax payments, maintaining pension files, maintaining deferred compensation files, performing accounts analysis.

Must create a professional and constructive environment that fosters a team-oriented and customer service approach to day-to-day operations.

Must be able to communicate clearly and persuasively to management, union and nonunion employees regarding customer service initiatives, issues, and problems.

Must have analytical skills with the ability to produce detailed verbal and written financial reports/statements.

Must be familiar with Accounting Software Packages, preferably Oracle Financials.

Must be familiar with Payroll Administration Software packages, preferable ADP Vantage.

COVID-19 Vaccination: Effective November 8, 2021, PGW requires all new employees to be fully vaccinated against COVID-19 as a condition of employment, subject to reasonable accommodations.

We offer a strong benefit package that includes free basic health and dental insurance. PGW is proud to be an Equal Opportunity and Affirmative Action Employer, M/F/D/VAAP/EEO.

Location: 800 W Montgomery Ave, Philadelphia, PA19122

While we appreciate all responses, only those who are uniquely qualified will be contacted. Local candidates will be given preference – interview expenses are not funded

ID: 2022-1683

Department for Portal Display: Accounting & Reporting

External Company URL:

ADP Department #: Accounting & Reporting [45]

Street: 800 West Montgomery Avenue