Client Payroll Specialist

Job Description

Job Description

We are seeking a highly skilled, detail-oriented, and self-directed Payroll Specialist to independently manage all aspects of multi-state payroll administration for multiple clients with minimal oversight. This role serves as the organization's subject matter expert for payroll operations, tax compliance, wage and hour regulations, system administration, audits, reporting, and process improvement. The ideal candidate possesses extensive payroll expertise, exceptional analytical capabilities, and a proven track record of managing complex payroll functions accurately, confidentially, and in compliance with all federal, state, and local regulations.

This position operates with a high degree of autonomy and is responsible for ensuring payroll accuracy, compliance, process efficiency, and employee satisfaction while serving as the primary payroll authority among multiple clients and within the organization.

Key Responsibilities:

• Payroll Administration & Processing:
  • Independently administer end to end payroll processing for hourly, salaried, commissioned, exempt, non-exempt, and executive employees.
  • Process weekly, bi-weekly, semi-monthly, and monthly payrolls while ensuring 100% compliance with established deadlines.
  • Review, validate, and reconcile payroll data including earnings, deductions, taxes, garnishments, bonus, commissions, and benefit contributions.
  • Analyze payroll variances and resolve discrepancies proactively before payroll finalization.
  • Maintain payroll records in accordance with federal, state, and company retention requirements.
  • Manage off cycle payrolls, retroactive adjustments, final pay calculations, and special compensation payments.
  • Ensure accurate accrual calculations for PTO, sick leave, and other employee leave programs.
• Compliance & Regulatory Expertise:
  • Serve as the organization’s payroll compliance expert.
  • Maintain current knowledge of federal, state, and local payroll laws, tax regulations, wage and hour requirements, and labor compliance standards.
  • Ensure compliance with:
    • Fair Labor Standards Act (FLSA)
    • IRS regulations
    • Multi State payroll tax laws
    • Garnishment orders
    • Child support withholding requirements
    • Wage attachment regulations
    • Multi-state payroll requirements
    • Paid leave legislation
  • Prepare and validate payroll tax filings and ensure timely remittance of payroll taxes.
  • Coordinate payroll related audits and respond to regulatory inquiries.
• Payroll Tax & Reconciliation:
  • Perform Payroll account reconciliations including general ledger balancing and tax liability reviews.
  • Analyze quarterly and annual payroll tax filings.
  • Review and reconcile Forms W-2, 941, 940, state unemployment filings, and local tax reports.
  • Investigate tax notices and independently resolve discrepancies with federal, state, and local agencies.
  • Ensure accurate year-end payroll processing and reporting.
• Systems Administration & Reporting:
  • Act as the payroll system administrator and primary point of contact for payroll technology for each assigned client.
  • Maintain payroll system configuration, earnings codes, deduction tables, tax settings, and workflows for each assigned client.
  • Generate complex payroll reports for clients and external auditors.
  • Lead payroll system testing, upgrades, implementations, and process enhancements.
• Employee Support & Problem Resolution:
  • Serve as the highest-level payroll resource for employee inquiries.
  • Research and resolve complex payroll issues requiring advanced technical knowledge.
  • Provide guidance to management and Human Resources regarding payroll regulations and compensation-related matters.
  • Communicate payroll information professionally and confidentially.
• Process Improvement & Internal Controls:
  • Continuously evaluate payroll processes to improve efficiency, accuracy, and compliance.
  • Develop and implement payroll policies, procedures, and internal controls.
  • Identify risks and recommend corrective actions.
  • Create and maintain payroll documentation, standard operating procedures, and training materials.
  • Participate in cross-functional projects involving payroll, benefits, accounting, and HR systems.

Required Skills and Qualifications:

• Payroll Experience:
  • Minimum 5-10 years of progressive payroll experience.
  • Extensive experience processing multi-state payrolls.
  • Advanced knowledge of payroll laws, regulations, and tax requirements.
  • Demonstrated ability to manage payroll operations independently with little to no supervision.
  • Strong understanding of wage and hour laws and payroll compliance requirements.
• Excel Skills:
  • Proficient in using Excel, including formulas, pivot tables, and data manipulation techniques.
• Attention to Detail:
  • Strong ability to break out and accurately read financial statements, identifying key commission-related deposits.
• Strong Organizational Skills:
  • Capable of managing multiple tasks with efficiency and accuracy, ensuring all processes are handled in a timely manner.
• Communication:
  • Excellent verbal and written communication skills to respond promptly and effectively to client and internal inquiries.
• Analytical Thinking:
  • Ability to interpret and analyze financial data to ensure proper recognition and classification of commissions.
• Time Tracking:
  • Ability to track tasks in a timely manner utilizing internal software programs.

Preferred Qualifications:

• Bachelor’s degree in accounting, Finance, Business Administration, HR, or related field preferred.
• Minimum 5-10 years of progressive payroll experience. 
• Certified Payroll Professional (CPP) certification
• Experience with payroll systems such as ADP, Paycor, Gusto, QBO
• Act in a pleasant, professional, courteous, and respectful manner to all internal and external customers always
• Evidence of the practice of a high level of confidentiality
• Ability to work in a fast-paced environment with multiple interruptions
• Must be authorized to work in the United States
• Fluency in the English language required

PHYSICAL AND OTHER REQUIREMENTS:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Sitting for extended periods while working at a desk or computer.
• Walking and standing during routine tasks or collaborating with team members.
• Occasional bending, squatting, and kneeling when accessing lower storage areas or performing certain office tasks.
• Twisting or turning motions when handling office equipment or reaching for materials.
• Occasional lifting of up to 25 lbs for office supplies, files, or other materials.
• Hand manipulation (typing, using a mouse, and handling office equipment) is necessary to complete daily tasks.
• Face to face discussions with individuals and teams.

WORK ENVIRONMENT:

• Required working indoors in environmentally controlled conditions in an open work environment.
• Interaction with internal team members and external clients via email, phone, and video conferencing.
• Exposure to noise levels that might be distracting.

Prairie Fire Resources is an equal opportunity employer and follows all national, state and local ordinances regarding applicant consideration. Prairie Fire Resources has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the company reserves the right to change this job description and/or assign tasks for the employee to perform, as the company may deem appropriate.