Payroll Assistant
Job description
Key Job Details:
In-office in Astoria, Queens: free shuttle service from Ditmars-Astoria stop to production offices; limited crew parking
Starting July 13 with a commitment through March 2027
Off-set union & non-union payroll
Studio-issued Macbooks and peripherals
SmartStart/SmartTime/SmartAccounting/Everyset
100% digital workflow
Large, scripted, episodic show with a large accounting department
This position includes hands-on training with immediate feedback from the payroll accountant throughout your workday. Candidates should be receptive to real-time guidance and corrections, understanding that ongoing instruction is a normal part of professional development in a fast-paced production environment.
Essential Skills
Work efficiently with digital systems
Attention to detail and methodical execution
Maintain focus during repetitive tasks
Perform data entry accurately with strong typing skills
Format documents to export to pdf, convert image files to pdf, etc.
Learn, navigate, and troubleshoot software
Identify and flag incomplete or missing documentation
Adhere to file naming and organizational conventions consistently
Maintain up-to-date logs
Track deadlines and prioritize tasks accordingly
Flexibility to multitask, pivot as needed, and adapt to changing priorities and evolving protocols as production needs shift
Comply with established department, show, and studio policies and procedures; metabolize and incorporate new ones
Handle high-volume work loads during busy production periods
Handle confidential information responsibly and maintain the security of sensitive records
Demonstrate reliability and punctuality
Communicate in a clear, friendly, and professional manner both in writing and in person
Awareness to be honest about what you know and what you don't, to not give out incorrect or incomplete information because you're unsure of the facts or don’t fully understand them
Ask clarifying questions when needed to ensure accuracy
Solve problems and ask for help when needed
Identify and clarify assumptions
Work both independently and collaboratively with the payroll team
Social & situational awareness and sensitivity
Learn from mistakes without repeating them excessively
Eagerness to learn
Required Qualifications
Previous experience with scripted episodic NY Majors contract payroll
Availability to work required hours and commit to the duration of the project
Mac OS, Adobe Acrobat, Excel, Box, Google Drive etc. proficiency
SmartStart/SmartTime Mobile/SmartTime Fenix/Smart Accounting experience
SAG & non-union extras payroll experience
Preferred Qualifications
NYC Teamster payroll experience
NY/NJ tax incentive experience
Everyset experience
People & Culture
We have a customer-service mindset toward the cast and crew. While it’s normal to get frustrated, we don’t live in perpetual resentment. The crew are not the enemy and our relationship with them is not adversarial.
We are generous with knowledge and training, and a successful candidate is ambitious and enthusiastic to learn
The job is hard and stressful and our standards are high. A sense of humor and spirit of good will are key to thriving in a high-pressure environment. We enjoy curiosity, whimsy, and affectionate teasing; we dislike irritability, personal criticism, and mean-spiritedness
Please do not respond to this post with anything AI generated.
Compensation
Non-affiliate benefits, $2300-$2600 (based on experience) for up to a 60 hour week; $5/day cell phone allowance. Catered meals and craft service.
Key Responsibilities
Process weekly off-set union and nonunion payroll accurately and promptly:
Confirm expected timecards have been submitted and solicit any that weren’t
Check timecards against labor logs and resolve discrepancies with department admins via email
Follow up for crew/department head approvals as needed
Code timecards per budget, production calendar, and tax incentive guidelines
Verify accurate grossing in compliance with CBAs and labor laws
Audit payroll edits for accuracy, errors, and omissions
Modify coding in SmartAccounting Payroll Processing Module or via memo/distro change per key payroll accountant
Support clerk/junior payroll assistant processing daily payroll for SAG & non-union background actors with Everyset digital vouchers and edits:
Liaise with background PA, 2nd ADs, key payroll accountant, and digital voucher admin/tech support to ensure vouchers are correct/complete and resolve any questions or issues.
Audit payroll edits against vouchers/hot costs, resolve any issues.
Code timecards per budget, production calendar, and tax incentive guidelines.
Verify accurate grossing in compliance with CBAs, show/studio policies, and labor laws.
Release all payroll on time to avoid penalties and grievances.
Monitor and manage email:
Respond to email promptly.
Reach “inbox zero” daily.
Answer basic crew questions and appropriately escalate those which are beyond your scope of knowledge.
Quickly resolve the crew’s payroll-related tech support issues if possible, or direct them to EP support.
Perform all tasks to the satisfaction of the payroll accountant, in the manner instructed, within the expected timeframe.
Other related duties as assigned.
$2,300 - $2,600 / per week
About The List
The List is brought to you by Emily Rice & Co in partnership with Wrapbook. With over 20 years of post production accounting experience and offices in Los Angeles and New York, Emily Rice & Co are experts in incentives, cost reports, payroll, and delivering your project for distribution.
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