Gulf Distributing Holdings, LLC

Position Title: Payroll Administrative Clerk
Reports To: Payroll Manager

Position Summary

The Payroll Administrative Clerk plays a critical role in supporting the accurate and timely processing of payroll for employees across Gulf Distributing Holdings, LLC. This position is responsible for maintaining payroll records, auditing timekeeping data, ensuring compliance with payroll regulations, and providing exceptional customer service to employees regarding payroll-related inquiries. The ideal candidate is highly organized, detail-oriented, and capable of handling confidential information with professionalism and discretion.

Essential Duties and Responsibilities

Payroll Processing & Administration

• Collect, review, and verify employee timesheets, attendance records, and payroll-related documentation for completeness and accuracy.
• Audit timekeeping records and identify discrepancies, working with supervisors and employees to resolve issues promptly.
• Process employee hours, overtime, commissions, bonuses, deductions, garnishments, and other compensation adjustments in accordance with company policies and applicable regulations.
• Assist with the preparation and processing of weekly, bi-weekly, or other scheduled payroll cycles.
• Generate and distribute payroll reports and assist in reviewing payroll registers prior to final processing.
• Ensure direct deposits, payroll checks, and other employee payments are processed accurately and on time.

Employee Support & Record Maintenance

• Serve as a point of contact for employee payroll questions, including pay calculations, deductions, taxes, direct deposit changes, and payroll corrections.
• Maintain and update employee payroll records, ensuring data accuracy and confidentiality.
• Assist with employee onboarding and offboarding payroll activities, including system updates and final pay processing.
• Process employment verifications and other payroll-related documentation as requested.

Compliance & Reporting

• Ensure payroll practices comply with federal, state, and local laws, wage and hour regulations, and company policies.
• Assist with payroll tax reporting, W-2 preparation, year-end processing, and other payroll compliance requirements.
• Support payroll audits by gathering documentation and preparing requested reports.
• Maintain accurate records in accordance with company retention policies and regulatory requirements.
• Stay informed of changes in payroll laws, tax regulations, and industry best practices.

Collaboration & Continuous Improvement

• Partner closely with Human Resources, Accounting, Operations, and management teams to ensure accurate employee and compensation data.
• Assist with payroll system maintenance, testing, and process improvements.
• Participate in special projects and perform other payroll-related duties as assigned.

Qualifications

Education & Experience

• High school diploma or equivalent required; Associate's degree in Accounting, Business Administration, Human Resources, or related field preferred.
• Minimum of 1-3 years of payroll, accounting, administrative, or related experience preferred.
• Experience with payroll and timekeeping systems preferred.

Knowledge, Skills & Abilities

• Strong understanding of payroll practices, wage and hour laws, and payroll tax requirements.
• Excellent attention to detail with a high degree of accuracy.
• Strong mathematical, analytical, and problem-solving skills.
• Ability to manage multiple priorities and meet strict deadlines.
• Proficiency in Microsoft Office Suite, particularly Excel.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Customer-service oriented with the ability to effectively assist employees and management.

Physical Requirements

• Ability to sit for extended periods while working at a computer.
• Frequent use of hands and fingers for typing and data entry.
• Occasional lifting of office materials up to 20 pounds.
• Ability to communicate effectively in person, by phone, and electronically.

Equal Employment Opportunity Statement

Gulf Distributing Holdings, LLC is an Equal Opportunity Employer and is committed to creating an inclusive workplace. Employment decisions are made without regard to age, race, color, religion, sex, gender identity or expression, sexual orientation, national origin, disability, genetic information, marital status, military or veteran status, or any other characteristic protected by applicable federal, state, or local law. We are dedicated to fostering a workplace where all employees are treated with dignity, respect, and fairness.