Payroll Specialist

Overview

This role involves managing all payroll-related functions for clients of a national organization that supports mission-driven entities in finance, operations, and business management. The Payroll Specialist will provide training to client staff, process payroll accurately, handle payroll tax and vacation/PTO tracking, and reconcile payroll-related accounts. The position is primarily remote with occasional on-site payroll processing, trainings, and meetings.

This position is open to candidates based in AZ, CA, CO, CT, ID, IL, NV, OR, SD, TX, UT, and WA.

Responsibilities

• Communicate with assigned clients (up to 750 employees combined) with varying payroll knowledge and train them on payroll processes to ensure compliance.
• Collect and enter approved pay information each pay period; review payroll reports for accuracy before submission.
• Assist clients with final paycheck calculations and related payroll computations.
• Prepare and submit retirement reporting and payments, including 403(b)/401(k) plans and potentially STRS/PERS pension plans.
• Collaborate with Staff Accountants to reconcile payroll-related liability accounts before month-end closing, including:
  • 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 and send payroll due date reminders to clients.
• Review client paperwork and enter new hires and changes into payroll systems (address, pay, W-4, insurance/retirement deductions).
• Research STRS membership type for all client new hires.
• File payroll documents on internal servers.
• Run post-payroll backup reports for accounts payable checks, including 403b contributions, garnishments, and manual checks.
• Generate ad hoc reports for clients upon request.
• Gather backup documentation for audits and prepare audit workpapers related to payroll.
• Support audit-related work during year-end audits.
• Develop and maintain standard operating procedures to improve processes and efficiency using current industry developments and technology.
• Perform other duties or projects as assigned.

Requirements

• High school diploma required.
• Payroll-related coursework and/or certification is a plus.
• Three years of payroll processing experience preferred for external applicants; on-the-job training provided for internal applicants.
• Experience processing quarterly payroll tax returns preferred.
• Familiarity with third-party payroll systems such as ADP, Paycor, Paycom, Paychex, UKG Ready Now.
• Knowledge of financial and accounting record-keeping methods.
• Intermediate knowledge of payroll and wage and hour laws.
• Intermediate to advanced Microsoft Office skills, including Excel functions like X-Lookups, pivot tables, and formulas.
• Strong English communication skills, both oral and written.
• Ability to work collaboratively with clients and staff in a team environment.
• Strong attention to detail and ability to manage multi-state payroll processing.
• Adaptability to change and ability to learn payroll rules and procedures for non-profit organizations and charter schools.
• Ability to follow directions independently and perform accurate arithmetic calculations.
• HR experience is a plus.
• Experience in the charter school, nonprofit, or education sectors is a plus.

Compensation & Benefits

• Hourly rate: $28.00 - $32.00 per hour, with potential for an annual discretionary bonus.
• Remote-first work flexibility with options for remote, hybrid, or on-site work depending on role.
• Company-issued laptop and essential equipment provided.
• Comprehensive benefits including medical, dental, vision, and life insurance with multiple plan options.
• 401(k) retirement plan with company match.
• Employee Assistance Program offering confidential mental health support, counseling, and legal and financial resources.
• Paid time off including up to four weeks of vacation per year, 11 paid company holidays, and a winter break from Christmas Day through New Year’s Day.
• Opportunities for virtual and in-person team events.
• Additional perks such as employee discounts, voluntary pet insurance, and an employee referral bonus program.

Location

Remote position available to candidates located in Arizona, California, Colorado, Connecticut, Idaho, Illinois, Nevada, Oregon, South Dakota, Texas, Utah, and Washington.