Payroll Specialist

Overview

This role involves administering the payroll function for the organization, reporting directly to the Payroll Manager. The Payroll Specialist will manage bi-weekly payroll for regular employees and weekly payroll for temporary associates, ensuring high accuracy in data entry and effective use of payroll and timekeeping systems.

Responsibilities

Payroll Duties (75%)

• Collect, verify, and organize payroll data including new hires, terminations, job/pay/schedule changes, shift changes, direct deposit changes, withholding changes, and timecard corrections.
• Maintain and update information in the timekeeping system.
• Review own and peers' data entry for accuracy.
• Reconcile payroll-related files such as expense items, bonuses, and commissions before payroll processing.
• Prepare and reconcile pre- and post-payroll reports to ensure accuracy of payroll data and paychecks.
• Compute wages, taxes, and deductions as needed.
• Set up new state and local tax codes, assist with accurate filings, and prepare quarterly and year-end tax adjustments.
• Interface regularly with third-party payroll tax and employment verification vendors.
• Collaborate with team members to provide coverage for all payroll processing responsibilities.
• Support monthly, quarterly, and yearly audits; coordinate month-end processing of reports, accruals, and reconciliations.
• Provide payroll information by responding to questions and requests.
• Ensure compliance with federal, state, and local legal requirements by monitoring legislation and communicating necessary actions.
• Maintain confidentiality of payroll operations.

Administrative Duties (25%)

• Apply knowledge of company policies and administrative systems to guide internal customers on non-routine requests, research entries, recommend procedure changes, or provide individual training.
• Continuously improve internal processes to deliver high-quality service to internal customers.
• Act as an escalation point for resolving complex colleague issues.
• Respond to vendor and employee verification of employment and wage information requests.
• Perform other job-related duties as assigned.

Requirements

• Associate’s degree in Accounting, Finance, or related field preferred, or 2-4 years of relevant work experience.
• Experience with UltiPro Payroll and/or Kronos timekeeping systems (UltiPro is now UKG).
• Proficient in Microsoft Excel, including VLOOKUP, pivot tables, formulas, and functions.
• Ability to work independently, follow directions, and think critically to solve problems.
• Working knowledge of federal and state tax regulations affecting payroll.
• Ability to handle moderately complex issues and escalate more complex problems appropriately.
• Strong commitment to maintaining confidentiality.

Physical and Work Environment

• Primarily sedentary work involving sitting, use of hands and fingers, speaking, and hearing.
• Occasional standing, walking, and lifting objects up to 10 lbs.
• Requires close vision and ability to adjust focus.
• Office environment with fluorescent lighting and moderate noise levels.
• Job may involve stress related to regular deadlines and workload.
• Reasonable accommodations may be made for individuals with disabilities.

Compensation and Benefits

• Remote work flexibility as the organization is remote-first.
• Generous time off including 8 company holidays, 2 personal days annually, and a minimum of 18 days of paid time off.
• Comprehensive benefits package including medical, dental, vision, and pet insurance.
• 401(k) matching program.
• Company-paid life insurance and short- and long-term disability coverage.
• Employee assistance program offering free counseling and financial services.
• Financial assistance available through a company-affiliated foundation during unexpected hardships.

Equal Opportunity

The organization is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, nationality, disability status, protected veteran status, or any other status protected by law.