Payroll Specialist

Job Description

Job Description

Description:

The Payroll Specialist is responsible for accurately and timely processing the organization’s bi-weekly payroll and related payroll functions, while ensuring compliance with applicable laws, regulations, and organizational policies. This role maintains payroll records, reviews timekeeping data, prepares reports and reconciliations, supports audits and year-end activities, administers payroll deductions and benefit-related transactions, and responds to employee and manager inquiries. The Payroll Specialist also supports HCM system accuracy, payroll-related training, and general administrative functions while providing professional, customer-focused service to internal and external stakeholders.

This is a part time position 16-20 hours per week.

Essential Functions:

• Administer bi-weekly payroll processing accurately and on time, including review of timekeeping data, employee pay records, deductions, tax withholdings, and related payroll transactions.
• Maintain payroll compliance and records by supporting reporting, reconciliations, remittances, audits, and adherence to applicable laws, regulations, and organizational policies.
• Provide payroll-related support and guidance to employees, managers, and stakeholders by responding to inquiries, resolving issues, and assisting with payroll, timekeeping, and related system processes.

Primary Responsibilities:

• Support the mission and vision of Goodwill Northern Michigan.
• Perform work in a safe manner by observing all Goodwill safety policies and procedures.
• Interact with all Goodwill team members, clients, and customers in a professional manner.
• Respect the diversity of others, including but not limited to, those with cultural, ethnic, and gender differences, individuals experiencing homelessness, and persons with visible and non-visible disabilities.

• Payroll
• Process bi-weekly payroll in Paylocity, accurately and on time.
• Calculate and validate wages, deductions, and tax withholdings.
• Maintain payroll records, including employee changes (pay rates, direct deposits, deductions, and tax withholdings); ensure appropriate filing/retention; and research, reconcile, and resolve discrepancies.
• Review timekeeping data and employee timecards for completeness and accuracy, coordinate corrections, and obtain required supervisory approvals to meet payroll deadlines.
• Process any off-cycle items as applicable, maintaining appropriate documentation.
• Prepare payroll reports and perform reconciliations.
• Support internal and external audits by providing summaries, documentation, and responding to inquiries.
• Maintain knowledge of applicable payroll laws and regulations and support related compliance activities (e.g., tax reporting, unemployment reporting, and new hire reporting), ensuring payroll practices align with wage and hour requirements.
• Respond to employee pay statement questions.
• Respond to requests for employment and wage verification in accordance with policy.
• Process time off and leave accruals as applicable, ensuring accurate accruals, tracking, and pay treatment per policy and applicable law.
• Administer wage garnishments and other court-ordered deductions and coordinate timely remittance to the appropriate agencies, maintaining related documentation.
• Enter, update, and maintain employee HSA elections and related data in the system, ensuring accuracy and compliance.
• Provide customer service for payroll by responding to employee and manager questions and fulfilling routine payroll-related requests.
• 401(k) Plan
• Enter, update, and maintain employee 401(k) deductions, employer matches, and related data in the system, loans, etc. ensuring accuracy and compliance.
• Prepare bi-weekly 401(k) remittance and submittal.
• HCM System & Support
• Assist with maintaining and updating the HCM system as needed.
• Perform regular system audits to ensure data accuracy and integrity.
• Support system configuration, updates, and training.
• Collaborate with the finance team, plan providers, and auditors on annual filings and audits, assisting with compliance, recordkeeping audits, and reporting requirements.
• Develop and assist with employee and manager training on topics within areas of responsibility. (timekeeping, scheduling, timecards, etc.)
• Assist with running reports in the HRIS system as needed.
• Provides general administrative support as needed, including purchasing, onboarding and recognition coordination, communications, and operational support functions.
• Other duties as assigned by manager.

Education, Licenses, Certifications and Experience:

• High school diploma required; Associate degree preferred.
• Minimum 1 year payroll processing experience.
• Experience with payroll automation systems.
• Fundamental Payroll Certification (FPC) and the Certified Payroll Professional (CPP) a plus.

Knowledge, Skills and Abilities:

• Excellent time management skills with a proven ability to meet deadlines.
• Ability to act with integrity, professionalism, and confidentiality.
• Excellent verbal and written communication abilities to interact effectively with employees, managers, and external partners.
• Ability to handle sensitive and confidential information with discretion.
• Strong analytical and problem-solving skills.
• Proficient with Microsoft Office Suite.
• Strong knowledge of HCM and Human Resource Information Systems (HRIS) for managing all aspects of employee data.
• Strong knowledge of wage and hour laws.
• Sensitivity to cultural differences and the ability to promote diversity and inclusion within the workplace.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at times.
• Must be able to access and navigate each department at the organization’s facilities.