Payroll Specialist

About the job Payroll Specialist


Position Summary:

The Payroll Specialist is responsible for accurately and efficiently processing employee payroll in compliance with federal, state, and local regulations. This role manages payroll data, calculates wages, deductions, and taxes, and ensures timely payment and reporting of payroll withholdings and benefits. The Payroll Specialist also serves as a key point of contact for employee payroll inquiries and collaborates with HR and Finance to support audits, reporting, and process improvements.

Essential Job Functions / Duties:

Responsibilities include, but are not limited to:

Administer and process weekly and semi-monthly payrolls, ensuring accuracy, timeliness, and compliance with applicable laws and company policies


Provide weekly payroll journal entry data to the Accounting Department


Submit 401(k) contribution files on a weekly basis


Process and maintain wage garnishments within the HRIS system


Maintain and update payroll records in the HRIS system to ensure accuracy and completeness


Prepare and submit payroll-related reports (monthly, quarterly, and year-end)


Monitor and reconcile vacation, sick, and earned time balances; calculate monthly accruals


Maintain accurate and confidential payroll records in accordance with company policies


Monitor and maintain timekeeping systems for accurate recordkeeping


Oversee weekly health insurance invoices, deductions, and benefit contributions


Process employee expenses and reimbursements weekly in the payroll system


Collaborate with HR on sensitive payroll matters including garnishments, terminations, and benefit adjustments


Assist with internal and external audits by providing supporting documentation as needed


Respond to employee inquiries related to payroll, benefits, and deductions in a timely and accurate manner


Assist in the development and implementation of payroll policies, procedures, and systems to improve efficiency and compliance


Support year-end reporting, including W-2 and 1099 preparation and submission


Qualifications:

Education (One of the following):

Bachelor's degree in human resources, Accounting, Business, or a related field (preferred, not required), or


High school diploma or GED


Experience:

Minimum of 3+ years of experience in payroll administration


Certification:

Payroll certification may be required in the future


Technical Skills:

Experience with ADP Workforce Now and ADP Workforce Manager (formerly Essential Time)


Strong proficiency in Microsoft Office products, especially Excel


Core Competencies:

Strong communication, administrative, and organizational skills


Ability to manage multiple projects and priorities simultaneously


Excellent attention to detail and strong problem-solving skills


Ability to draft and edit professional written materials and correspondence


Knowledge of current payroll regulations and system updates


Ability to maintain confidentiality and handle sensitive information with discretion


Work Environment:

Ability to work in an upstairs office setting