Payroll Specialist

Payroll Specialist

The Payroll Specialist is responsible for ensuring that a company’s payroll is processed correctly and on time by completing payroll activities such as: reviewing and processing timesheets, ensuring that approvals are obtained and support documents included, auditing the payroll files, updating payroll records, checking pay period reports - labeling and filing the reports accordingly, 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, and make corrections as necessary.
• Calculate pay according to hours worked, incorporating leaves and overtime
• Process bonuses and commissions when appropriate
• Manage taxes and deductions
• Initiate periodic payments timely either by preparing and administering checks or making direct deposits through a bank payment system.
• Reviewing system calculations to ensure accuracy (e.g., wages, deductions, commissions, benefits, etc.)
• Process severance payments
• Preparing statements reflecting earnings, taxes, and deductions.
• Answer questions and resolve issues regarding payroll
• Ensure compliance with company policies, relevant industry regulations, tax, and deduction laws
• Prepare payroll reports for management and auditing purposes
• Maintain accurate records of payments made to employees
• Prepare income verifications for employees as needed
• File relevant reports and documents as needed

Competencies

• Ability to work independently or as part of a team
• Accurate and meticulous in data entry, 10-key by touch a plus
• Strict confidentiality is a must
• Excellent communication skills, both written and verbal
• Exceptional calculation and memory skills
• Ability to follow company policies and legal regulations
• Exceptional multi-tasking and organizational skills
• Great attention to detail and outstanding analytical skills
• Relationship Management
• 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 p.m. Occasional 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

High school diploma or equivalent. Solid knowledge of accounting fundamentals and payroll best practices. Proficiency in Microsoft Office, payroll systems, and database software.

Preferred Education and Experience

Bachelor’s Degree in Accounting, Finance, Business Administration, or Human Resources Management is preferred. Proven experience as a Payroll Specialist or Payroll Quality Control Specialist, including experience with automated payroll systems. Preference will be given to candidates with a Payroll Certification (e.g., CPP, FPC). Multi-state experience is a plus.

Additional Eligibility Qualifications

No Additional Eligibility Qualifications are 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.