Payroll Clerk - Part - Time

Overview

This part-time Payroll Clerk role supports the organization’s Finance department by ensuring employees are paid accurately and on time. Responsibilities include reviewing timekeeping data, running scheduled and off-cycle payroll in Paylocity, administering deductions and garnishments, assisting with payroll reconciliations and compliance reporting, and maintaining strict confidentiality of sensitive employee information.

Responsibilities

• Review employee timecard data in Paylocity each pay period for completeness, correct charge codes, and required supervisor approval prior to labor distribution.
• Audit employee timecards, approve hours, and resolve discrepancies with employees, supervisors, and managers.
• Follow up with employees and supervisors on missing, late, or unapproved timesheets ahead of each payroll deadline.
• Before importing hours, verify there are no pending or missing punches and that all timecards, PTO requests, and overtime have been approved by supervisors or HR.
• Correct timesheet entry errors and document changes with a clear before/after audit trail.
• Support labor distribution processing and perform a preliminary check of labor costs before data moves to payroll, including transferring labor data from timekeeping software into Paylocity.
• Process semi-monthly scheduled payroll runs in Paylocity for hourly and salaried employees, including entering hours.
• Process special and off-cycle payments, including:
  • Bonuses and commissions
  • Retroactive pay
  • Manual checks, off-cycle payments, and correction runs
• Administer payroll deductions, including health and retirement benefits, direct deposits, and tax withholdings.
• Review 401(k) deduction codes synchronized from the retirement plan provider to confirm deductions display correctly in Paylocity.
• Verify recurring reimbursements (e.g., gym, vehicle, and health & wellness) appear only in the correct payroll and only for eligible employees.
• Confirm all employees are set up for direct deposit; if a live check appears, notify HR so banking information can be added, then re-run reports to verify.
• Process child support orders and other legal garnishments.
• Process international contractor payments through Wise and Payoneer according to the contractor payment schedule.
• Collect and maintain required contractor tax documentation (Form W-9 for US contractors and Form W-8BEN for international contractors) and support 1099-NEC reporting.
• Reconcile payroll registers, general ledger accounts, tax filings, and cross-system data; assist the Finance Director with month-end payroll reconciliations to the general ledger.
• Ensure adherence to federal, state, and local wage and labor laws, and assist with W-2/W-2c processing.
• Generate routine payroll and labor reports from Paylocity for the HR and Accounting teams.
• Answer employee and manager questions regarding pay stubs, deductions, and tax forms.
• Maintain strict confidentiality of sensitive business and employee payroll information.

Non-Essential Job Functions

• Assist HR and Accounting with special projects, audits, and process improvements as assigned.
• Stay informed of changes to payroll regulations and Paylocity system updates.
• Participate in professional development activities, including progress toward payroll certification.

Requirements

• High school diploma required; an associate’s degree in accounting, Finance, Business, or a related field from an accredited college or university is preferred.
• Two to three years minimum payroll, timekeeping, or general clerical accounting experience.
• One to three years of hands-on experience with Paylocity HR & Payroll, including time-and-labor modules, and proficiency in Microsoft Excel.
• Working knowledge of payroll concepts, including overtime, deductions, and garnishments.
• Working knowledge of multi-state payroll, including state and local tax withholding, registrations, and wage and hour requirements across multiple jurisdictions.
• Experience coordinating with the payroll system vendor to troubleshoot and resolve payroll-related issues.
• Experience processing international payments through Wise and Payoneer.
• Knowledge of independent contractor payment and documentation requirements, including Forms W-9 and W-8BEN and 1099-NEC reporting.
• Strong, accurate data entry skills, high attention to detail, and ability to prioritize work and meet firm pay-cycle deadlines.
• Strong written and verbal communication skills.
• Strict adherence to data confidentiality and commitment to protecting sensitive employee information.

Preferred Qualifications

• Experience working in a law firm or similar professional services business.
• Familiarity with the Fair Labor Standards Act (FLSA).
• Fundamental Payroll Certification (FPC) or progress toward payroll certification.
• Accounts payable experience.
• Experience with QuickBooks.
• Experience with 401(k) plan administration or retirement plan provider integrations (e.g., Human Interest).

Compensation & Benefits

• Rate: $18 - $24 an hour depending experience

Location

• Remote work. Work is primarily stationary, with most tasks conducted at a desk using computers and other technology. Workload may increase around payroll deadlines, month-end, and year-end processing. Travel is not typically required.

Physical Requirements

• Primarily stationary; frequent computer use; may occasionally require lifting up to 10 lbs.

Equal Opportunity

The organization is an Equal Opportunity Employer. Employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status.