Job description

The Implementation Specialist will report directly to the V.P. of Payroll & Implementation. Duties include (but are not limited to) gathering all company and employee data from the client, configures all systems, coordinates with other Key HR Team Members and vendors to ensure a smooth transition for the client and will be the project manager during the whole client onboarding process. The Implementation Specialist will handle payroll processing and account maintenance until the client is ready for transition to the Payroll Operations Department.

This position requires excellent customer service, attention to detail, organizational skills, and payroll and implementation expertise.

Location: Will be discussed

RESPONSIBILITIES Include

• Schedules Sales Hand Off meetings with Sales and Team Members, to review client details prior to first contact
• Schedules Implementation meetings with client and Key HR Team Members, provides a warm welcome and begins the data gathering process. Schedules additional meetings throughout the implementation phase
• Coordinates client’s services with other Key HR Team Members and vendors, such as Benefits, Risk, IT, Finance, and Time and Attendance, ATS, Performance Management, and other vendors
• Configures client company accounts in PrismHR
• Maintains project milestones and tasks in the CRM System (Salesforce), ensuring client and Key HR Departments are engaged and completing tasks as assigned and in accordance with the timeline. Sets priorities with client and communicates issues or delays with internal service team and Sales
• Addresses internal cases and tasks within the CRM system, (Salesforce)
• Analyzes and scrubs employee files for import into PrismHR to begin new hire onboarding
• Monitors onboarding with client and coordinates with Benefits in preparation for enrollment
• Updates Employee Details records with standard deductions, scheduled payments, retirement contributions and loans, I-9 information, and any other required information received from client, utilizing advanced Excel skills and import processes, as well as manual data entry
• Obtains year to date information (taxes, PTO balances, retirement contributions), configures and imports data prior to first pay date
• Self-audits all entries into the system. Follows procedures for additional management audit of certain processes
• Reviews and analyzes current payroll processes. Provides expertise in areas for efficiency and compliance. Selects appropriate pay/deduction codes for client account and ensures T&A files are ready for import
• Provides training to client in PrismHR – navigation, employee updates, reporting, onboarding and enrollment monitoring, HR Action and PTO approvals, payroll submission and approval
• Ensures client managers are provided access to the Manager Portal, security and access are setup per the main client contact’s directions
• Reviews reporting needs with client. Matches current reporting with available reports in PrismHR or creates custom reports in Informer. Coordinates with V.P. of Payroll & Implementation and service team as needed
• Generates mock payroll reports and submits to team members for auditing. Audits billing – admin fees, credits, implementation fees, and all payroll related fees
• Provides mock payroll reports to client for review when requested
• Ensures client has selected a payment method and pay method is ready, prior to first payroll week, provides all proper banking information to client.
• Processes payroll each pay period for client, follows all Payroll Ops Dept. procedures. Handles all off cycle requests, check voids, and direct deposit reversals
• Completes all implementation tasks, confirms account is complete and updates client and payroll notes and manages the account transition to the Payroll Ops. Dept
• Shows ability to learn and work quickly but efficiently and carefully; handles change with ease; employs all document and team member resources available to handle client questions and setup with expertise
• Demonstrates integrity, ethics, accountability, responsibility, initiative and teamwork at all times
• Performs all assigned job duties in accordance with Key HR’s policies, procedures and standard practices

REQUIREMENTS

• Ability to write reports and business correspondence; ability to effectively present information and respond to questions from Managers, Payroll team, Clients, and the general public
• Ability to calculate figures and amounts such as discounts, interest, proportions, percentages
• Ability to apply concepts such as fractions, ratios, and proportions to practical situations
• Ability to define problems, collect data, establish facts, and draw valid conclusions
• Ability to interpret an extensive variety of technical instructions in mathematical form and deal with abstract and concrete variables
• Extremely detail-oriented with demonstrated ability to self-direct, prioritize work, and meet deadlines
• Performs work operations which permit frequent opportunity for decision-making of minor importance and also frequent opportunity for decision-making of major importance, either of which would affect the work operations of Key HR, our Clients and Worksite Employees. Applies sound reasoning and logical thinking to arrive at conclusions that support the goals and objectives of Key HR
• Must possess superior skills in Excel and be familiar with Microsoft Office Applications
• Ability to learn quickly and having excellent memory retention due to the amount of detail involved
• Operations requiring very close and continuous attention for control of operational values which require a high degree of coordination, concentration and immediate response. Operations requiring intermittent direct thinking to determine or select the most applicable way of handling situations regarding garnishment orders
• Demonstrates ability to adequately process a high volume of transactional activity accurately and completely in accordance standard operating procedures and regulatory requirements
• Sound reasoning and decision-making are essential
• Excellent written & verbal communication skills
• Demonstrate a service minded, team-oriented, and collaborative work style
• Ability to work in dynamic, rapidly changing environment, adapting to changing requirements and collaborating with a wide range of colleagues to quickly deliver solutions
• Regular use of specialized or advanced software programs
• High level of accuracy and concentration required. Errors would impact payroll and has strong likelihood to negatively affect relationship with clients. Errors would cause re-work and/or additional expenditures in order to properly resolve the error
• Regular contacts with Clients and Worksite Employees. Lack of tact and judgment would result in Client issues
• Contacts with other departments and also frequently with Payroll; consulting on problems which necessitate judgment and tact in presentation to obtain cooperation or approval of action to be taken.

EDUCATION AND EXPERIENCE

• Bachelor's degree in Business Administration, Accounting, etc, and/or
• Minimum of 2 years’ experience in payroll implementation in PrismHR and/or 5 years of payroll implementation other payroll systems, or, a combination thereof
• Experience must include PEO implementation and payroll
• PrismHR and Salesforce knowledge is a required

Job Type: Full-time

Pay: $65,000.00 - $85,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: Hybrid remote in Orlando, FL 32801

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