Payroll Specialist

Job Title:

Payroll Specialist Job Description

The Payroll Specialist ensures accurate and timely processing of weekly payroll for all divisions and supports a small, collaborative payroll team. Reporting to leadership in HR and Accounting, this role manages payroll data entry, check printing, tax reporting, and related accounting procedures in accordance with company policies and regulatory requirements. The Payroll Specialist serves as a key point of contact for employee payroll inquiries and contributes to continuous improvement of payroll processes and systems.

• Verify all payroll changes from multiple locations and accurately enter updates into the master file within the computerized payroll system.
• Prepare, write up, and enter payroll adjustments including garnishments, deductions, wage assignments, vacation checks, bonus checks, advances, and other special payments into the payroll system.
• Process all timecards, review for accuracy and completeness, and prepare them for entry into the payroll system.
• Enter all payroll data into the computerized system with a high level of accuracy and attention to detail.
• Utilize all required software systems, including but not limited to Paycom and contract-related systems, to support payroll processing and reporting.
• Print payroll checks and generate all associated payroll reports on a weekly basis.
• Ensure completion, maintenance, and proper filing of all records, documentation, and reports related to payroll activities.
• Ensure the timely filing of all required government forms and payroll-related reports in accordance with regulatory deadlines.
• Prepare and post weekly information such as holidays, vacations, and other time-off details to ensure accurate payroll calculations.
• Complete monthly, quarterly, and annual payroll reports and filings, including tax and compliance-related documentation.
• Review status changes and audit time records to ensure accuracy, identify discrepancies, and resolve issues promptly.
• Respond to employee payroll questions and concerns, research records as needed, and involve other staff or resources to provide clear and timely customer service.
• Stay current with HR payroll policies and public policy changes affecting payroll rules and guidelines, and provide input on payroll processing policies and procedures.
• Coordinate closely with HR leadership on payroll-related administrative requirements and individual employee payroll needs.
• Prepare and send union dues and update rates in accordance with applicable contracts and agreements.
• Learn and master the in-house timecard system and serve as a resource for its use.
• Train employees on the in-house timekeeping system to ensure accurate time entry and adherence to procedures.
• Understand and support the 1099 process, including working with contractors during the snow removal season.
• Communicate effectively in both Spanish and English to support employees and stakeholders across the organization.

• 13 years of office or payroll experience in a professional environment.
• 13 years of experience using Microsoft Office applications, including Excel, Word, and related tools.
• Bilingual fluency in English and Spanish, with the ability to communicate clearly in both languages.
• Strong math skills to support accurate payroll calculations and reconciliation.
• Proficiency with payroll processing and data entry in computerized payroll systems.
• Ability to use payroll software such as Paycom or similar platforms.
• High attention to detail and commitment to maintaining confidentiality of sensitive payroll and employee information.
• Strong organizational and time management skills to meet weekly, monthly, quarterly, and annual deadlines.
• Independent judgment and problem-solving skills to…