Payroll Specialist

PAYROLL SPECIALIST JOB SUMMARY

The Payroll Specialist is responsible for managing and processing accurate and timely payroll for all employees. This role ensures compliance with federal, state, and local regulations, maintains payroll records, resolves payroll discrepancies, and supports audits. The Payroll Specialist plays a critical role in maintaining employee trust and organizational compliance by ensuring that compensation is handled efficiently and accurately.

PAYROLL SPECIALIST KEY RESPONSIBILITIES

• Process payroll accurately and timely.
• Review payroll related paperwork including all employee timesheet and other documents.
• Process payroll in accordance to the company payroll policy.
• Run all necessary payroll reports every after payroll processing.
• Prepare and process garnishments, support orders and tax levies.
• Process final checks for terminated employees
• Balances the payroll accounts by resolving payroll discrepancies.
• Audit payroll reports such as payroll registers, quarterly reports and W-2
• Provides payroll information by answering questions and requests.
• Ensure that payroll policies, guidelines and procedures are being met.
• Ensure payroll automated program is operating accurately.
• Complies with up-to-date federal, state, and local legal requirements by studying existing and new legislation; enforcing adherence to requirements; advising management on needed actions.
• Maintains employee confidence and protects payroll operations by keeping information confidential.

Payroll Processing

• Process regular, off-cycle, and special payrolls (e.g., bonuses and incentives)
• Accurately calculate earnings, including but not limited to
• Regular, overtime, and double-time pay
• Incentive and bonus payments (aggregate and/or supplemental methods)
• Ensure proper classification of exempt and non-exempt employees
• Validate timesheets, pay codes, and approvals prior to payroll submission

Compliance & Taxation

• Ensure compliance with federal, state, and local wage and hour laws
• Apply correct tax treatment for wages and supplemental earnings
• Process garnishments, levies, and other involuntary deductions
• Support payroll audits and respond to compliance inquiries

Payroll Records & Reporting

• Maintain accurate payroll records and employee pay histories
• Prepare payroll reports for HR, Finance, and management
• Reconcile payroll registers, tax filings, and general ledger entries
• Assist with quarter-end and year-end processes (e.g., W-2s)

Employee Support

• Respond to employee payroll inquiries professionally and confidentially
• Research and resolve payroll discrepancies and adjustments
• Educate employees on pay statements, with holdings, and payroll timing

Systems & Process Improvement

• Maintain payroll data in HRIS/payroll systems
• Assist with system upgrades, implementations, or testing
• Identify opportunities to improve payroll accuracy and efficiency
• Ensure data integrity and confidentiality at all times

Required

• 2–4 years of payroll processing experience
• Working knowledge of wage and hour laws (federal and state), including multi-state payroll taxes
• Experience processing payroll for both exempt and non-exempt employees
• Strong attention to detail and accuracy
• Proficiency with payroll systems and Excel
• Ability to handle sensitive information with discretion
• Multi-state payroll experience

Preferred

• Experience with incentive and bonus payroll processing
• Payroll certification (CPP or FPC)
• HRIS/payroll system implementation or optimization experience
• California payroll experience (highly preferred, if applicable)
• Experience in Paylocity, ADP Workforce Now

Core Competencies

• Payroll compliance expertise
• Analytical and problem-solving skills
• Time management and meeting strict deadlines
• Clear communication and customer service mindset
• Confidentiality and ethical judgment

PAYROLL SPECIALIST PAY RATE: $35 - $37.50/hr (dependent on experience)

BENEFITS & PERKS:

• 100% employer-paid Medical, Dental & Vision coverage
• 100% employer-paid Life & Accidental Death & Dismemberment (AD&D) Insurance
• 401(k) with employer matching
• Paid Time Off Accrual , 10 Paid Holidays, and a Wellness Day Off
• Flexible Spending Account (FSA)
• Fringe Marketplace Stipend
• Optional Supplemental Insurance
• Participation in CCHC's company-wide Profit Sharing Program (eligible employees)
• Professional development and opportunities for internal growth and advancement

PHYSICAL DEMANDS

Position requires prolonged sitting at a computer, some bending, lifting, stooping and stretching. Good eye-hand coordination and manual dexterity sufficient to…