Position Summary The Payroll Specialist helps support our payroll function for our growing client base. This position will be 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 (payroll hours, employees updates, earnings, deductions, and tax overrides etc.).
- Calculate payroll and confirm accurate entry of client-provided payroll data through generating control totals for import files and through manual review.
- Respond timely and accurately to all client inquiries via email, cases, and phones.
- Partner with Payroll Supervisors on special projects to support clients.
- Manage and support assigned book of business.
Marginal Functions
- Build, maintain and promote relationships with team members, peers across disciplines, and all other company team members ensuring effective coordination of communications and services affecting clients.
- Attend webinars and training to stay up to date on best practices related to the company and department.
- Complete projects and other duties as assigned by supervisor.
Knowledge, Skills, and Abilities
- Demonstrates effective time management, maintains accurate records, and ensures all payroll tasks are completed in accordance with established schedules and compliance requirements.
- Ability to multi-task while maintaining a high level of accuracy and strong attention to detail.
- Strong verbal and written communication skills with the ability to collaborate effectively across teams and interact professionally with employees at all levels.
- Intermediate to advanced proficiency in Microsoft Office applications, including Excel (formulas, pivot tables, data validation) and Outlook (email management, scheduling).
- Uses analytical thinking to troubleshoot payroll issues, interpret data, and determine appropriate solutions quickly and confidently.
- Demonstrated ability to exercise good judgment when evaluating situations, identifying problems, and determining appropriate courses of action
- Proven ability to partner with cross-functional departments—including HR, Finance, and Operations—to resolve payroll-related issues and ensure accurate, compliant processing.
Education & Experience
- High school diploma or equivalent combination of experience, skills, education (including other relevant nontraditional degree programs, certifications, or job training programs) preferred.
- Minimum of one year’s experience in Customer Service.
- At least one year of payroll experience is preferred but not required.
- Proficiency with Microsoft Office software (Outlook, Microsoft Teams, Excel, Word, PowerPoint) and demonstrated ability to learn other applications as needed..
Physical, Mental, & Communication Demands
Physical Demands:
- Sedentary Work: Remains seated for extended periods, often at a desk or computer.
- Manual Dexterity: Frequent use of hands and fingers to operate a computer keyboard, mouse, printer, mail machines, and other office equipment.
- Mobility: Occasionally moves about the office to attend meetings, retrieve files, or collaborate with team members.
- Visual Acuity: Frequently reads detailed numerical data, spreadsheets, and system interfaces requiring close visual attention and accuracy, primarily on a computer screen and occasionally in printed materials.
- Lifting & Carrying: Occasional lifting, carrying, loading of office supplies. (typically, less than 15 lbs.)
Mental Demands:
- Attention to Detail: Reviews, verifies, and enters payroll hours, deductions, earnings, and tax adjustments with precision to ensure error-free payroll runs.
- Problem-Solving: Interprets payroll data, identifies discrepancies, calculates adjustments, and determines appropriate corrective actions.
- Multitasking: Manage multiple tasks and projects simultaneously, often under tight deadlines.
- Task Prioritization: Manages an assigned book of business, balances recurring tasks with urgent client needs, and organizes workflow to ensure timely processing.
- Adaptability: Adjusts quickly to changing client requirements, system updates, or unexpected payroll issues.
- Confidentiality and Discretion: Handles sensitive employee information, compensation data, and tax details in compliance with privacy and security standards.
- Concentration: Maintains focus during repetitive or detailed tasks such as manual data entry, auditing, or reconciliation.
- Stress Management: Handle stressful situations calmly and effectively, especially when dealing with client concerns.
Communication Demands:
- Interpersonal Skills: Strong ability to build relationships and communicate effectively with employees, managers, clients and external vendors. Maintains positive, professional relationships with assigned clients, ensuring their payroll needs are met and concerns are addressed promptly.
- Cultural Sensitivity: Communicate with individuals from diverse cultural backgrounds, demonstrating cultural awareness and sensitivity.
- Conflict Resolution: Handles escalations or client frustrations with patience, clarity, and a solutions-oriented approach.
- Active Listening: Gathers necessary information from clients to resolve payroll discrepancies or understand requested changes.
- Written Communication: Drafts accurate and timely responses via email and case management systems; documents issues and resolutions clearly.
- Verbal Communication: Provide clear communication skills for interacting with internal departments and escalating issues. Responds to client inquiries by phone, explains payroll processes, and provides guidance on payroll-related questions.
The Payroll Specialist works in a professional, climate-controlled office environment with consistent lighting, temperature, and noise levels. The role is computer-intensive, requiring extended periods of sitting, frequent use of monitors and standard office equipment, and sustained visual focus while reviewing detailed payroll data. The environment involves regular interaction with clients and internal teams through email, phone, and virtual platforms, as well as handling confidential employee information in accordance with strict privacy and security standards.
Disclaimer This job description in no way states or implies that these are the only duties to be performed by the employee filling this position. Employees will be required to follow any other job-related instructions and to perform any other job-related. duties requested by management. Management has the right to add to, revise, or delete information in this job description. Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions of this position. This document does not create an employment contract, implied or otherwise. Employment remains "at will”.
This position is eligible for the following 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 provided 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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We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.
