Payroll Analyst

Position Summary:

This role is responsible for overseeing all company payroll activities, and is responsible for both USA payroll and international team payroll, including payroll processing, commissions, and compensation adjustments, ensuring accuracy, compliance, and timely execution.

In addition, this role serves as HR support for the El Salvador/ International team, ensuring employment practices align with local labor regulations. The HR & Payroll Analyst leads the HR pre-employment and termination processes in El Salvador, including offer letters, onboarding documentation, employment agreements, and termination procedures, to stay in compliance with El Salvador labor laws and company policies.

This role also requires strong customer service skills, as the HR & Payroll Analyst will respond to employee and leadership inquiries, manage payroll and HR related communications, and provide timely support to all departments across the organization. The position serves as a key point of contact for payroll questions, employment documentation, and HR administrative support.

This position requires strong attention to detail, analytical thinking, and the ability to manage payroll operations while supporting HR compliance across multiple countries and jurisdictions.

In addition, this role is responsible for analyzing the complex payroll functions and calculations that support the Payroll team, utilizing the company's HRIS. The HR & Payroll Analyst will ensure the HRIS, including the Payroll, Time and Attendance, Absence Management, and Scheduling modules, is configured to comply with company policies and applicable payroll laws. These duties are a subset of the overall responsibilities, which include multiple other initiatives as assigned by Payroll and HR leadership. The key to this role’s success is the knowledge and ability to act as a subject matter expert in both the technical and payroll arenas.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Payroll Management (U.S. and International)

• Manage and execute end-to-end payroll processing for all company employees across the United States and international locations.
• Process and oversee payroll transactions, including salaries, commissions, bonuses, deductions, taxes, garnishments, and other compensation components.
• Ensure accurate and timely payroll processing for both hourly and salaried employees.
• Maintain payroll systems and ensure payroll records are accurate and properly documented.
• Review and reconcile payroll reports to verify accuracy before payroll is finalized.
• Coordinate with Finance and leadership to ensure payroll aligns with financial reporting and budgeting requirements.
• Manage payroll updates, including new hires, terminations, pay changes, promotions, and commission adjustments.
• Prepare payroll reports and provide payroll insights when requested by leadership or finance.

Payroll Systems and Analysis (HRIS)

• Review payroll audit reports for accuracy.
• Oversee the processing of benefit payments, such as insurance, vacations, and retirement plans.
• Reconcile and process payroll information such as state-specific PTO and sick leave adjustments for relocated employees, equity compensation, benefit deductions, and time accrual adjustments.
• Work closely with employees, the Payroll Manager, and payroll providers to resolve complex payroll matters.
• Complete an annual review and update of payroll policies and procedures, ensuring compliance with state and federal laws to streamline all payroll and benefits administration processes.
• Partner closely with the IT and HR teams to ensure that all system updates, upgrades, and enhancements are reviewed, tested, and implemented in a timely manner to meet established deadlines.
• Serve as a payroll liaison when working with cross-functional business teams to translate complex business needs into effective design recommendations, system analysis, and system configuration, and lead testing and deployment activities.
• Function as a subject matter expert for payroll-related projects and implementations, which may include weekly status meetings and testing sessions.
• Research and resolve day-to-day HRIS payroll, time, and attendance, and absence management issues.
• Perform routine reporting audits and respond to reporting requests and ad hoc reporting needs.
• Create and update learning guides and hold training sessions with HRIS users.
• Serve as the primary backup for payroll tax reconciliation and timely filing of applicable payroll taxes and related tax returns.

HR Support for El Salvador Operations

• Lead the HR pre-employment and termination processes in El Salvador to maintain compliance with local labor laws and company policies.
• Serve as HR support for the El Salvador team to ensure employment practices remain compliant with local labor regulations.
• Assist in preparing employment documentation, including offer letters, employment agreements, and employee records.
• Support HR compliance with El Salvador labor laws related to hiring, employment documentation, and termination procedures.
• Assist with onboarding and offboarding processes for employees in El Salvador.
• Maintain organized and compliant HR documentation and employment records for international employees.
• Partner with local leadership to ensure HR processes follow company policies and country regulations.

Compliance and Auditing

• Ensure payroll processes comply with federal, state, and local regulations in the United States as well as applicable international labor requirements.
• Stay informed on regulatory changes related to payroll taxation, labor laws, and employment compliance.
• Conduct payroll audits to verify accuracy and compliance with company policies.
• Provide payroll documentation and reports during internal and external audits.

Employee Support

• Address employee questions regarding payroll, commissions, deductions, and compensation matters.
• Provide clear explanations of payroll policies and procedures.
• Maintain confidentiality and security of employee payroll information.

Reporting and Data Management

• Prepare and maintain payroll records, reports, and documentation.
• Generate payroll summaries and workforce compensation reports for internal review.
• Support data tracking related to compensation, payroll expenses, and payroll trends.

Process Improvement

• Identify opportunities to improve payroll processes, reporting, and system efficiency.
• Support system updates, payroll software improvements, and process documentation.
• Work collaboratively with HR and Finance teams to ensure payroll and employee data remain aligned.

Training and Development

• Conduct necessary training for teams and supervisors as needed on payroll, HRIS, and HR-related processes.
• Assist the HR team in preparing and delivering company training.

Additional Responsibilities

• Collaborate across departments to ensure accurate compensation administration and business performance.
• Maintain strict confidentiality when handling employee compensation data.
• Support additional HR or payroll projects as assigned.
• Performs other duties as assigned.
• Must be able to meet predictable attendance and punctuality expectations and physical demands of the position, complying with Ethnix Group’s policies and performance expectations.

Organizational Responsibilities:

Follows established policies and procedures by monitoring and ensuring compliance with regulatory requirements, organizational standards, and operational processes related to area(s) of responsibility and reporting violations or infractions to appropriate individual(s).

Practices proper safety techniques in accordance with Company, warehouse, and departmental policies, procedures, and standards by immediately reporting any mechanical or electrical equipment malfunctions, employee/visitor injuries or accidents, or other safety issues to the appropriate individual(s).

Identifies areas for improvement and offers suggestions to improve the site's efficiency, profitability, and productivity.

Keeps abreast of current changes in technology, logistics tools, processes, and standards within the industry and area(s) of responsibility by attending internal and external training programs and by accessing other sources of information, and applies knowledge and practices to area(s) of responsibility.

Work Hours (may vary by state or location):

This position is scheduled as a full-time position. Hours of operation vary by site and shift. Must be available to work on weekends when scheduled and must be able to perform the essential job functions unaccompanied.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

Bachelor's degree in HR, Accounting, Finance, Business Administration, Information Systems, or related field, and at least three years of payroll experience within an HRIS, or any combination of education and experience that would provide an equivalent background.
Proven experience in HR, payroll administration, and analysis.
Strong knowledge of payroll laws, regulations, and compliance standards.
Demonstrated proficiency in HRIS payroll functions, specifically Payroll, Time and Attendance, Scheduling, and Absence Management modules.
Advanced proficiency in Excel to develop spreadsheets for financial analysis and to prepare and consolidate data for a variety of reports.
Ability and willingness to learn new tools, techniques, and skills.
Ability to understand employee payroll issues and communicate solutions proactively, effectively, professionally, and respectfully.
Language Ability:

Demonstrated ability to read, write, and communicate effectively to comprehend and complete legal documents, and answer questions in English. Ability to write routine reports and correspondence. Bilingual in Spanish and English.

Math Ability:

Demonstrated mathematical skills necessary to add, subtract, multiply, and divide numbers, decimals, and fractions, and calculate percentages.

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills:

Demonstrated proficiency in word processing, warehouse management software (Word, Excel, Microsoft TEAMS, HRIS, payroll software), and spreadsheet management programs in order to complete required reports and employment documents. Proficiency and fluency in using the internet and navigating the internet and websites.

Certificates and Licenses:

• PHR and/or SHRM preferred.
• TOEFL – English certificate or equivalent

Supervisory Responsibilities:

This job does not have supervisory responsibilities.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Comfortable, steel-toe or composite closed-toe shoes are required, and protective safety footwear is required in select business units.

Employees working from home should keep their workspace free of safety hazards. To support the health and safety of employees, we advise remote employees to:

• Utilize surge protectors for equipment using electrical sources.
• Maintain a clear walkway in the workspace.
• Install or utilize sufficient lighting.
• Implement approved ergonomic processes.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, type, handle, or feel objects, talk, and hear. The employee is frequently required to stand, walk, reach with hands and arms, climb, stoop, and squat. The employee is intermittently required to sit. Incumbents must be able to physically access all exterior and interior parts of the warehouse and amenities.

Must be able to push, pull, lift, carry, or maneuver weights of up to twenty (20) pounds independently and fifty (50) pounds with assistance. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Routine, local travel may be required to attend training classes, conduct market research, or other situations necessary for the accomplishment of some or all of the daily responsibilities of this position.

Understanding of Job Essentials:

ETHNIX Group is a drug-free, harassment free workplace. Ethnix Group is an equal opportunity employer and does not tolerate harassment, discrimination, or retaliation.

I understand that all pre-employment screening activities are conducted in compliance with federal and state employment laws.

I also fully understand the content of this job description, have had the opportunity to ask questions regarding this job description, and have had the job duties and responsibilities, requisites, and physical demands, and working conditions explained to me. I am capable of performing the essential functions of this job with or without reasonable accommodation. If I need accommodation, I will ask the hiring manager for it.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions and perform any other related duties, as assigned by their supervisor.

Ethnix Group is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.