Payroll Clerk

The Payroll Clerk is responsible for processing accurate and timely payroll for three manufacturing entities located in Kentucky, Texas, and California. This role ensures compliance with federal, state, and local payroll regulations and supports the HR and Finance teams with payroll-related reporting and reconciliation. The position reports directly to the Human Resources Manager and collaborates with site leadership and corporate payroll.

The position will work out of our Leitchfield, KY facility.

Job Responsibilities:

• Process payroll for employees across KY, TX, and CA using Paychex.
• Maintain payroll records and ensure data integrity across all entities.
• Verify timekeeping data and resolve discrepancies with supervisors.
• Ensure compliance with state-specific labor laws and tax regulations.
• Prepare and distribute payroll reports to HR and Finance departments.
• Respond to employee inquiries regarding payroll, deductions, and timekeeping and resolve discrepancies.
• Assist with year-end processes including W-2 preparation and audits.
• Collaborate with HR to ensure accurate employee data entry and updates.
• Maintain confidentiality of payroll information and employee records.
• Support internal and external audits by providing requested documentation.
• Recommend process improvements for payroll efficiency and accuracy.
• Demonstrate professionalism and ethical behavior in all payroll activities.
• Manage employee lifecycle processes including onboarding, status changes, and terminations
• Process terminations and ensure accurate final pay and benefits reconciliation
• Reconcile benefits information
• Maintain and update databases and employee records with accuracy and confidentiality
• Process wage garnishments and ensure timely and accurate deductions
• Perform filing and document management for HR and payroll records
• Assist with onboarding new employees, including preparing new hire paperwork and setting up personnel files.
• Maintain and update employee records in HR systems.
• Support benefits administration, including enrollment, changes, and employee questions.
• Help coordinate employee training sessions and maintain training records.
• Assist with recruitment activities such as posting job ads, scheduling interviews, and communicating with candidates.
• Perform receptionist duties such as answering phones, greeting visitors, and directing inquiries.
• Provide general office administrative support including scheduling meetings, managing office supplies, and handling internal communications.
• Support employee engagement initiatives and company events.
• Coordinate office activities and maintain a professional and organized work environment.
• Provide general administrative support to all departments as needed.

Job Qualifications:

• High school diploma or equivalent required; associate degree preferred.
• Minimum 2 years of payroll experience, preferably in a multi-state environment.
• Experience with Paychex payroll systems is strongly preferred.
• Proficiency in Microsoft Excel (pivot tables, formulas, data validation).
• Knowledge of federal and state payroll regulations (KY, TX, CA).
• Strong attention to detail and organizational skills.
• Ability to handle confidential information with discretion.
• Excellent communication and problem-solving skills.
• Ability to work independently and meet deadlines.