Payroll Specialist

• Position: Payroll Specialist
• Position Summary: The Payroll Specialist helps support our payroll function for our growing client base and is responsible for all payroll-related processing activities.
• Essential Duties and Responsibilities:
• Provide day-to-day payroll processing support for scheduled and off-cycle payrolls.
• Import or manually enter payroll changes (hours, employee updates, earnings, deductions, tax overrides, etc.).
• Calculate payroll and confirm accurate entry of client-provided payroll data by generating control totals for import files and performing manual reviews.
• Respond timely and accurately to client inquiries via email, case management, and phone.
• Partner with Payroll Supervisors on special projects to support clients.
• Manage and support an assigned book of business.
• Marginal Functions:
• Build, maintain, and promote relationships with team members, peers across disciplines, and other company staff to ensure effective coordination of communications and client services.
• Attend webinars and training to stay current on company and departmental best practices.
• Complete projects and other duties as assigned by the supervisor.
• Knowledge, Skills, and Abilities:
• Demonstrates effective time management, accurate recordkeeping, and completion of payroll tasks per schedules and compliance requirements.
• Ability to multi-task while maintaining high accuracy and attention to detail.
• Strong verbal and written communication skills with the ability to collaborate across teams and interact professionally at all levels.
• Intermediate to advanced proficiency in Microsoft Office (Excel formulas, pivot tables, data validation) and Outlook (email management, scheduling).
• Uses analytical thinking to troubleshoot payroll issues, interpret data, and determine solutions quickly and confidently.
• Exercises good judgment when evaluating situations, identifying problems, and determining courses of action.
• Proven ability to partner with HR, Finance, and Operations to resolve payroll-related issues and ensure compliant processing.
• Education & Experience:
• High school diploma or equivalent; relevant non-traditional degree programs, certifications, or job training programs are acceptable.
• Minimum of one year of customer service experience.
• Payroll experience preferred but not required.
• Proficiency with Microsoft Office (Outlook, Teams, Excel, Word, PowerPoint) and ability to learn other applications as needed.
• Physical Demands:
• Sedentary work: remains seated for extended periods at a desk or computer.
• Manual dexterity: frequent use of hands and fingers to operate keyboard, mouse, printer, mail machines, and other office equipment.
• Mobility: occasionally moves about the office for meetings, file retrieval, or collaboration.
• Visual acuity: frequently reads detailed numerical data, spreadsheets, and system interfaces on screens and in print.
• Lifting & carrying: occasional lifting/carrying of office supplies (typically less than 15 lbs.).
• Mental Demands:
• Attention to detail: review, verify, and enter payroll hours, deductions, earnings, and tax adjustments with precision.
• Problem-solving: interpret payroll data, identify discrepancies, calculate adjustments, and determine corrective actions.
• Multitasking and task prioritization: manage multiple tasks and an assigned book of business under tight deadlines.
• Adaptability: adjust to changing client requirements, system updates, or unexpected payroll issues.
• Confidentiality and discretion: handle sensitive employee information, compensation data, and tax details in compliance with privacy and security standards.
• Concentration: maintain focus during repetitive or detailed tasks (manual data entry, auditing, reconciliation).
• Stress management: handle stressful situations calmly and effectively when addressing client concerns.
• Communication Demands:
• Interpersonal skills: build relationships and communicate effectively with employees, managers, clients, and vendors; maintain positive, professional client relationships.
• Cultural sensitivity: communicate respectfully with individuals from diverse cultural backgrounds.
• Conflict resolution: handle escalations and client frustrations with patience, clarity, and solutions orientation.
• Active listening: gather necessary information from clients to resolve payroll discrepancies or understand requested changes.
• Written communication: draft accurate, timely responses via email and case systems; document issues and resolutions clearly.
• Verbal communication: respond to client inquiries by phone, explain payroll processes, and provide guidance on payroll questions.
• Environmental Conditions:
• Works in a professional, climate-controlled office with consistent lighting, temperature, and noise levels.
• Computer-intensive role requiring extended sitting, frequent monitor use, and sustained visual focus while reviewing detailed payroll data.
• Regular interaction with clients and internal teams via email, phone, and virtual platforms; handles confidential employee information per privacy and security standards.
• Disclaimer:
• This job description does not list all duties; employees may be required to follow other job-related instructions and perform other duties as requested by management.
• Management may add, revise, or delete information in this job description.
• Reasonable accommodation will be made to enable qualified individuals with disabilities to perform essential functions.
• This document does not create an employment contract. Employment remains at-will.
• Benefits:
• Health Insurance: medical, dental, and vision coverage.
• Retirement Plan: 401(k) with company match.
• Paid Time Off: PTO, holidays, parental leave, and sick leave as required by applicable state law.
• Other Benefits: life insurance, short-term disability, long-term disability, employee assistance program (EAP), flexible spending account (FSA), health savings account (HSA), identity theft protection, critical illness, accident, cancer, hospital protection, legal and pet insurance.
• Additional Compensation: [e.g., signing bonus, commission structure] if applicable.

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