Payroll Specialist

Summary

The Payroll Specialist ensures clients' payrolls are processed correctly and on time by completing payroll activities such as: reviewing and processing timesheets, ensuring approvals are obtained and supporting documents are included, auditing the payroll files, updating payroll records, checking and examining payroll reports, and answering employee questions about payroll.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Update payroll records as needed (e.g., pay rates, employee status changes, tax status, etc.)
• Keep track of pay periods, hourly wages, salaries, overtime, PTO, sick and vacation time.
• Verify employee records and consult departments in the event of a discrepancy.
• Coordinate with HR about changes in payroll (e.g., terminations, new hires).
• Collect and verify employee and timekeeping data; make corrections as necessary.
• Calculate pay according to hours worked, incorporating LOAs and overtime, as applicable.
• Process bonuses and commissions when appropriate.
• Manage taxes and deductions.
• Register client's state registrations.
• Process off-cycle checks and severance payments when needed.
• Review system calculations to ensure accuracy (e.g., wages, deductions, commissions, benefits, etc.).
• QC each payroll to ensure at least 98% accuracy (100% is always the goal!).
• Answer questions and resolve issues regarding payroll.
• Ensure compliance with company policies, relevant industry regulations, taxes, and deduction laws.
• Prepare payroll reports for management and auditing purposes.
• Maintain records of all payments made to employees.
• Process income verifications for employees as needed.
• File relevant reports and documents as needed.
• Validate, respond, and enter garnishments into the system; communicate effectively with the employee and garnishor.
• Process payroll for various clients located in multiple states.

Competencies

• Able to work independently or as part of a team.
• Accurate and meticulous data entry.
• Strict confidentiality is a must.
• Excellent communication skills, both written and verbal.
• Exceptional calculation skills.
• Able to understand and adhere to company policies and legal regulations.
• Exceptional multi-tasking and organizational skills.
• Extreme attention to detail.
• Great problem solver.
• Able to build and maintain effective co-worker/client relationships.
• Extraordinary customer service/support skills.

Supervisory Responsibility

None

Work Environment

This job operates in a professional home office environment. This role routinely uses standard office equipment.

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.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee may be required to stand; walk; use hands to finger, handle, or feel; and reach with hands and arms. Prolonged periods of sitting at a desk and working on a computer.

Position Type/Expected Hours of Work

Days and hours of work are generally Monday through Friday, 8:00 a.m. to 5:00 p.m. (dependent on time zone); evening and weekend work may be required as job duties demand.

Travel

Little to no travel is expected for this position.

Required Education and Experience

• Proven experience as a Payroll Specialist, including experience with automated payroll systems.
• Solid knowledge of accounting fundamentals and payroll best practices.
• Proficiency in Microsoft Office, payroll systems, and database software.
• High school diploma or equivalent.

Preferred Education and Experience

• Bachelor’s Degree in Accounting, Finance, Business Administration; or equivalent combination of education and experience.
• Multi-state payroll processing experience a plus.
• Certified payroll experience is preferred, but not required.

EEO Statement

The Company provides equal employment opportunities to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. The Company takes affirmative action to ensure that applicants and employees are treated during the application process and post-hiring employment without regard to any of these characteristics. Discrimination of any type is not tolerated.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.