Payroll Specialist

Job Description

Job Description

Job Title: Payroll Specialist

Job Description

The Payroll Specialist accurately processes leave-related payroll activities and ensures timecards reflect correct leave and disability pay codes. This role focuses on entering leave decisions into Oracle, managing high volumes of timecards for team members on leave, and maintaining multiple payroll spreadsheets in Excel. The Payroll Specialist also supports billing activities by preparing and sending insurance invoices and guiding team members through payment processes on the Cybersource platform. This position offers the potential to transition to a permanent role in a growing department for individuals who demonstrate strong performance, reliability, and teamwork.

Responsibilities

• Enter leave decisions into Oracle and ensure all leave and disability pay codes are accurately applied to team members’ timecards.
• Manage and maintain timecards for employees who are out on leave, including reviewing, updating, and validating entries for accuracy.
• Process a high volume of leave requests, ranging from approximately 16 to 150 requests per day, while maintaining attention to detail and timeliness.
• Support bi-weekly payroll processing by coding and reviewing up to approximately 800 timecards in collaboration with a team of three payroll professionals.
• Edit and correct timecards to resolve discrepancies, including making historical corrections and adjusting previously entered data.
• Perform manual entry of edits such as backing out PTO hours and other pay types for employees on leave to ensure accurate leave and pay calculations.
• Utilize Excel to manage and reconcile multiple payroll spreadsheets, including penny pay, pending edits, zero hours, and other payroll-related reports.
• Serve as a backup for the billing administrator by preparing and sending insurance invoices to team members on leave.
• Create accurate billing invoices and ensure they reflect appropriate benefits and leave-related charges.
• Provide clear guidance to team members on how to make payments through Cybersource, the billing platform, and respond to related questions.
• Collaborate with team members and management to ensure consistent and compliant payroll and leave administration practices.
• Communicate professionally with colleagues, provide support with training when needed, and answer questions related to timekeeping, leave codes, and payroll processes.
• Maintain reliability in attendance and productivity, meeting deadlines for payroll cycles and billing activities.
• Demonstrate continuous improvement by minimizing errors, following established procedures, and escalating issues when necessary.

Essential Skills

• Proven payroll and timekeeping experience, including hands-on processing of employee timecards and leave-related entries.
• Experience with absence management and payroll processing in a high-volume environment.
• Experience coding different leave and pay codes manually on timecards and making manual adjustments as needed.
• Experience managing benefits payments for employees while they are on leave.
• Proficiency in MS Office, including Word, PowerPoint, and especially Excel for managing multiple payroll spreadsheets.
• Familiarity with timekeeping and payroll systems such as Kronos and UKG.
• Ability to use Oracle for entering and managing leave decisions and related data.
• Strong attention to detail and accuracy when entering, reviewing, and correcting payroll and leave information.
• Effective communication skills to interact professionally with team members and management.
• Ability to come onsite 2–3 times per week after training, with flexibility to increase onsite presence if needed.

Additional Skills & Qualifications

• Experience with UKG timekeeping or HR systems.
• Experience with Oracle in a payroll, HR, or absence management context.
• Familiarity with Cybersource or similar billing and online payment platforms.
• Ability to train and support colleagues by sharing knowledge and answering questions related to payroll and leave processes.
• Strong teamwork skills, including willingness to assist others, collaborate on shared tasks, and contribute to a positive team environment.
• Demonstrated reliability, including consistent attendance and the ability to complete work independently when working remotely.
• Ability to maintain a high level of performance with minimal errors in a fast-paced, growing department.
• Interest in long-term opportunities and potential conversion to a permanent role, including the ability to work onsite five days a week if required for permanent employment.

Work Environment

This position is an onsite, with the expectation that the Payroll Specialist will work at the office regularly. After training, there may be an opportunity to transition to a hybrid schedule of up to one day per week working from home, depending on performance and business needs. The department is growing and undergoing changes, creating opportunities for long-term roles and potential conversion to a permanent position for individuals who perform strongly, maintain accuracy, and contribute positively to the team. The team currently operates with a lean staff, so the work environment is fast-paced and collaborative, with a strong emphasis on reliability, professional communication, and mutual support among team members. Technologies and systems used in this environment include Oracle for leave decisions, Kronos and UKG for timekeeping, MS Office (especially Excel) for managing payroll spreadsheets, and Cybersource for billing and payment processing. Individuals who demonstrate high performance, consistent attendance, strong communication, and the ability to be onsite full time are well-positioned for permanent opportunities as the department continues to evolve.

This is a Contract position based out of Indianapolis, IN.

The pay range for this position is $23.00 - $30.00/hr.

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)

This is a fully onsite position in Indianapolis,IN.

This position is anticipated to close on Jun 28, 2026.

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 ziprecruiter.com 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.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.