Payroll Specialist

Job Description

Job Description

Payroll Specialist  Location: Oklahoma City, OK; Billings, MT; Dallas, TX 

Department:  Payroll  

Reports To: Manager, Payroll  

Employment Type: Full-Time, Non-Exempt 

Position Summary  

The Payroll Specialist is responsible for processing accurate and timely payrolls for multiple clients and employee groups while ensuring compliance with federal, state, and local payroll tax regulations. This role requires exceptional attention to detail, strong communication skills, and the ability to manage multiple payroll platforms in a fast-paced, ever-changing environment. The Payroll Specialist serves as a key point of contact for payroll-related questions and is responsible for maintaining positive client and employee relationships while delivering high-quality service. 

Key Responsibilities 

• Process payrolls accurately and timely for up to 1,000+ employees across multiple clients and payroll schedules 

• Manage payroll processing within multiple payroll platforms and systems 

• Process multi-state payroll tax withholdings, local taxes, and related compliance requirements 

• Ensure all payrolls are received, reviewed, and submitted by established deadlines 

• Review and process payroll adjustments including manual entries, updates, earnings, deductions, and corrections 

• Process employee and employer credits, debits, voids, reversals, and stop payments 

• Complete and process garnishments, including child support orders and related documentation 

• Process manual HSA funding for both current and prior plan years 

• Reconcile enrolled employee benefits to payroll deductions and paychecks 

• Review payroll reports for accuracy and resolve discrepancies prior to processing 

• Assist employees with payroll-related questions including W-4 withholding forms and W-2 wage statements 

• Handle client and employee phone calls professionally and provide exceptional customer service 

• Assist with oversight and approval of special payroll runs and off-cycle payrolls 

• Maintain payroll records and documentation in accordance with company procedures and compliance requirements 

• Identify payroll issues proactively and escalate concerns appropriately 

• Work collaboratively with internal departments including Benefits, Tax, HR, and Accounting teams 

• Support audits, reconciliations, and year-end payroll activities 

• Always maintain confidentiality of employee and client payroll information 

Required Qualifications 

• 3+ years of payroll experience processing payrolls for 1,000+ employees  

• Must have experience processing payroll for multiple companies/clients to qualify for this position  

• Experience working within multiple payroll platforms and systems  

• Experience processing multi-state payroll taxes and local tax requirements  

• Experience handling garnishments, child support orders, voids, stop payments, credits, and debits  

• Experience reconciling benefits and payroll deductions  

Preferred Qualifications 

• PEO experience preferred  

• Experience with Kronos, Darwin, Microsoft Office, and CRM – Microsoft Dynamics preferred  

• Strong customer service focus with the ability to build positive client and employee relationships  

• A strong sense of urgency and driven attitude is required  

• Exceptional attention to detail and accuracy  

• Strong organizational and time management skills  

• Excellent written and verbal communication skills  

• Ability to provide timely follow-up and resolution  

• Ability to prioritize workload and think quickly in fast-paced situations  

• Ability to multi-task and manage competing deadlines effectively  

• Self-driven with the ability to work independently with minimal supervision  

• Ability to adapt and work successfully in an ever-changing environment 

Physical Requirements & Work Environment 

This position requires the ability to sit for extended periods, operate a computer and telephone, and occasionally lift up to 15 pounds. The work environment is primarily an office setting with routine visits to client sites. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. 

EEO & ADA Accommodation Statement 

Employer Flexible is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees and applicants. Qualified individuals with disabilities will be provided with reasonable accommodations during the application process and throughout employment to perform the essential functions of the job.