Payroll Specialist

Overview

This role is responsible for all payroll-related functions for clients, including processing, reporting, and ongoing compliance support. The position also trains client staff on payroll processes and procedures, manages payroll tax and vacation/PTO tracking, and reconciles payroll-related accounts such as health insurance deductions, withholdings, and garnishments.

This role is remote for candidates based in AZ, CA, CO, CT, ID, IL, NV, OR, SD, TX, UT and/or WA, with occasional on-site payroll processing and departmental trainings/meetings as needed.

Responsibilities

• Communicate and work with assigned clients (combined employee count up to 750) that have varying levels of payroll knowledge; train them on payroll processes and procedures to ensure ongoing compliance.
• Collect and enter approved pay information from clients each pay period and review payroll reports for accuracy prior to submission.
• Assist clients with calculation of final checks and other related calculations.
• Prepare and submit retirement reporting and payments including 403(b)/401(k) plans on a timely basis; this may also include STRS/PERS pension plans.
• Collaborate with Staff Accountants to assist with reconciliation of payroll-related liability accounts before month-end closing is completed:
  • 403(b)/401(k) payable
  • STRS – Employer and Employee
  • PERS – Employer and Employee
  • Accrued vacation payable
  • Garnishment payable
  • Insurance payable
• Create, update, and distribute payroll calendars to clients.
• Send payroll due date reminders to clients.
• Review client paperwork and enter new hires and changes into payroll systems, including:
  • Address changes
  • Pay changes
  • W-4 changes
  • Insurance/retirement deduction changes
• For all client new hires, research STRS website for membership type.
• File payroll documents on internal server.
• Run post-payroll backup reports for AP checks: 403b contributions, garnishments, and manual checks.
• Run ad hoc reports for clients upon request.
• Gather backup documentation for audits.
• Support year-end audit by preparing audit workpapers related to payroll and assisting with related audit work.
• Create and/or maintain standard operating procedures to improve processes and increase efficiency for clients using the latest industry developments and technology.
• Complete other duties or projects as directed.

Requirements

• High school diploma required.
• Intermediate knowledge of payroll and wage and hour laws.
• Intermediate/Advanced Microsoft Office (Word, Excel, Outlook) skills, including X-Lookups, pivot tables, and formulas.
• Proper and effective use of English grammar and communication skills (oral and written).
• Knowledge of financial and accounting record-keeping methods and practices.
• Ability to manage multi-state payroll processing with strong attention to detail.
• Ability to adapt quickly to change.
• Ability to learn payroll processing rules, regulations, and technical procedures for non-profit organizations and charter schools.
• Ability to understand and carry out directions independently.
• Ability to perform arithmetic calculations accurately and rapidly, and identify/correct errors in mathematical computations.
• Ability to maintain, encourage, and participate in a close, collaborative team environment with clients and staff.
• On-the-job training is provided for internal applicants.
• Three years of payroll processing experience preferred for external applicants.
• Experience processing quarterly payroll tax returns is preferred for external applicants.
• Experience with third-party payroll databases: ADP, Paycor, Paycom, Paychex, UKG Ready Now.

Preferred Qualifications

• Payroll-related coursework and/or certification.
• HR experience.
• Experience in the charter school, nonprofit, or education sector.

Compensation & Benefits

• Base hourly pay: $28.00 - $32.00 per hour.
• Opportunity to earn an annual discretionary bonus.
• Employer-paid or employer-supported benefits include:
  • Medical, dental, vision, and life insurance (multiple plan options)
  • 401(k) with company match
  • Employee Assistance Program (EAP) offering confidential mental health support, counseling, and legal and financial resources for you and your household
  • Vacation accrual of up to four (4) weeks per year
  • 11 paid company holidays
  • Winter break from Christmas Day through New Year’s Day
• Additional perks include employee discounts, voluntary pet insurance, and an employee referral bonus program.

Location

Remote for candidates based in AZ, CA, CO, CT, ID, IL, NV, OR, SD, TX, UT and/or WA; occasional on-site payroll processing and departmental trainings/meetings as needed.

Hiring Process Note

Artificial intelligence (AI) tools may be used to support parts of the hiring process (such as reviewing applications, analyzing resumes, or assessing responses) but do not replace human judgment. Final hiring decisions are made by humans.