Payroll Specialist

Payroll Specialist

The Payroll Specialist ensures accurate and timely processing of weekly payroll for all divisions and supports a small, collaborative payroll team. Reporting to leadership in HR and Accounting, this role manages payroll data entry, check printing, tax reporting, and related accounting procedures in accordance with company policies and regulatory requirements. The Payroll Specialist serves as a key point of contact for employee payroll inquiries and contributes to continuous improvement of payroll processes and systems.

Responsibilities

• Verify all payroll changes from multiple locations and accurately enter updates into the master file within the computerized payroll system.
• Prepare, write up, and enter payroll adjustments including garnishments, deductions, wage assignments, vacation checks, bonus checks, advances, and other special payments into the payroll system.
• Process all timecards, review for accuracy and completeness, and prepare them for entry into the payroll system.
• Enter all payroll data into the computerized system with a high level of accuracy and attention to detail.
• Utilize all required software systems, including but not limited to Paycom and contract-related systems, to support payroll processing and reporting.
• Print payroll checks and generate all associated payroll reports on a weekly basis.
• Ensure completion, maintenance, and proper filing of all records, documentation, and reports related to payroll activities.
• Ensure the timely filing of all required government forms and payroll-related reports in accordance with regulatory deadlines.
• Prepare and post weekly information such as holidays, vacations, and other time-off details to ensure accurate payroll calculations.
• Complete monthly, quarterly, and annual payroll reports and filings, including tax and compliance-related documentation.
• Review status changes and audit time records to ensure accuracy, identify discrepancies, and resolve issues promptly.
• Respond to employee payroll questions and concerns, research records as needed, and involve other staff or resources to provide clear and timely customer service.
• Stay current with HR payroll policies and public policy changes affecting payroll rules and guidelines, and provide input on payroll processing policies and procedures.
• Coordinate closely with HR leadership on payroll-related administrative requirements and individual employee payroll needs.
• Prepare and send union dues and update rates in accordance with applicable contracts and agreements.
• Learn and master the in-house timecard system and serve as a resource for its use.
• Train employees on the in-house timekeeping system to ensure accurate time entry and adherence to procedures.
• Understand and support the 1099 process, including working with contractors during the snow removal season.
• Communicate effectively in both Spanish and English to support employees and stakeholders across the organization.

Essential Skills

• 13 years of office or payroll experience in a professional environment.
• 13 years of experience using Microsoft Office applications, including Excel, Word, and related tools.
• Bilingual fluency in English and Spanish, with the ability to communicate clearly in both languages.
• Strong math skills to support accurate payroll calculations and reconciliation.
• Proficiency with payroll processing and data entry in computerized payroll systems.
• Ability to use payroll software such as Paycom or similar platforms.
• High attention to detail and commitment to maintaining confidentiality of sensitive payroll and employee information.
• Strong organizational and time management skills to meet weekly, monthly, quarterly, and annual deadlines.
• Independent judgment and problem-solving skills to resolve payroll discrepancies and issues.
• Clear, adaptable communication skills for working with employees, HR, and other departments.
• Collaborative team orientation and willingness to support a small payroll department.
• Reliability and discipline in meeting deadlines and following established procedures.
• Ability to learn new software and systems quickly and apply that knowledge in daily work.

Additional Skills & Qualifications

• Experience in HR functions beyond payroll, such as benefits or employee administration.
• Union payroll experience, including handling union dues and contract-related rate updates.
• Exposure to 1099 and contractor payroll processes, particularly in seasonal or project-based work.
• Accounting or payroll reporting experience, including preparation of compliance and tax-related reports.
• Advanced proficiency with payroll systems and related software tools.
• Strong knowledge of payroll tax rules and compliance requirements.
• Experience working in a customer service-oriented role supporting employees with payroll inquiries.
• Familiarity with managing vacation time, PTO, and other time-off policies within payroll systems.

Work Environment

This role is 100% onsite, working as part of a three-person payroll department where payroll is processed weekly. The typical schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m. The environment offers a close-knit, family-style culture with a supportive, long-tenured workforce and significant opportunities for growth and advancement. The organization emphasizes purpose, sustainability, community, and innovation, and operates with the feel of a small, collaborative shop backed by strong financial stability. The Payroll Specialist works primarily with computerized payroll systems, including Paycom and an in-house timecard system, as well as standard office tools such as Microsoft Office. Employees have access to comprehensive benefits, including medical, dental, vision, life insurance, flexible spending accounts, 401(k) with matching, and a robust PTO program, following an initial eligibility period. The role is structured as a contract-to-hire position, with the potential for early conversion based on performance.

Job Type & Location

This is a Contract to Hire position based out of Bartlett, IL.

Pay and Benefits

The pay range for this position is $20.00 - $22.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Application Deadline

This position is anticipated to close on Oct 25, 2026.

Workplace Type

This is a fully onsite position in Bartlett, IL.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on click.appcast.io for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

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