Payroll Specialist

Job Description

Job Description

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.

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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

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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