Payroll Specialist

Payroll Specialist

The Payroll Specialist is responsible for the accurate and timely processing of payroll for all employees. This role ensures compliance with federal, state, and local regulations, and maintains payroll records and reports. The Payroll Specialist works closely with the Finance department to ensure all payroll-related activities are performed efficiently and accurately.

Supervision received works under the general supervision of the Human Resources Manager or Human Resources Director. Supervision exercised none.

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned:

• Process bi-weekly, monthly and miscellaneous payrolls for all employees. Ensure accurate calculation of wages, overtime, deductions, and benefits.
• Ensure payroll practices comply with federal, state, and local employment laws. Stay updated on changes in payroll regulations and tax laws. Handle garnishments, tax levies, QMCSO and other deductions as required by law.
• Maintain accurate payroll records, including time and attendance, earnings, deductions, and tax withholdings.
• Work with Human Resources Manager to prepare year-end tax documents, such as W-2 forms.
• Address and resolve payroll discrepancies and employee inquiries regarding payroll matters. Collaborate with finance teams to resolve any payroll-related issues.
• Prepare and submit monthly, quarterly, and annual payroll reports to the supervisor.
• Train new employees and new timekeepers in the use of attendance and payroll systems.
• Assist with Human Resources department duties such as answering phones, receiving and reviewing applications, status updates to applicants, etc.

Assists with any other job-related duties as assigned.

Required minimum qualifications:

• Graduation from high school or GED equivalent; and
• Three (3) years of payroll or Human Resources related experience; or
• Any equivalent combination of related higher education, training or experience that provides the required knowledge, skills and abilities and demonstrates the ability to successfully perform the job.

Necessary knowledge, skills and abilities:

• Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures.
• Skill in effective telephone communication; skill in the operation of listed tools and equipment.
• Ability to enter data into computer, handle sensitive information with a high level of confidentiality, effectively meet and deal with the public, communicate effectively verbally and in writing, appropriately handle stressful situations with professionalism and a calm demeanor, and work with frequent interruptions.

Tools and equipment used: Phone, personal computer including word processing, spreadsheet, graphics, and database software, calculator, copy machine, and scanner.

Physical demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is frequently required to walk, use hands to finger, handle or feel objects, tools or controls, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work environment: The work environment is an indoor, climate-controlled office. The noise level in the work environment is light to moderate.