Payroll Specialist

Kickapoo Tribe in Kansas

Position Description

Position Title: Payroll Specialist

Reports to: Accounting Director

Status: Full-time (Exempt) with Benefits

Position Summary

The Payroll Specialist is responsible for the accurate and timely processing of payroll for all tribal employees. This position ensures compliance with federal, state, tribal, and grant regulations while maintaining payroll records, employee earnings data, benefits deductions, tax reporting, and payroll reconciliations. The Payroll Specialist works closely with Human Resources, department directors, and grant personnel to ensure payroll accuracy and compliance.

Essential Duties and Responsibilities

• Process weekly payroll accurately and within established deadlines.
• Review employee timesheets for completeness and accuracy.
• Verify payroll changes including new hires, terminations, pay rate changes, deductions, and leave balances.
• Maintain employee payroll records and supporting documentation.
• Process direct deposits and payroll-related adjustments.
• Calculate and process overtime, compensatory time, leave payouts, and retroactive pay adjustments.
• Ensure compliance with federal, state, tribal, and grant requirements.
• Prepare payroll tax filings and ensure timely remittance of payroll liabilities.
• Reconcile payroll accounts and prepare payroll-related journal entries.
• Assist with annual W-2 preparation and reporting.
• Coordinate payroll reporting for grants and funding agencies as required.
• Respond to employee payroll inquiries and resolve discrepancies.
• Assist auditors by providing payroll documentation and reports.
• Maintain confidentiality of employees and payroll information.
• Prepare payroll reports for management, Tribal Council, and external agencies as requested.
• Monitor payroll procedures and recommend process improvements.
• Perform other duties as assigned.

Minimum Qualifications

• Associate degree in Accounting, Finance, Business Administration, or related field required; bachelor’s degree preferred.
• Minimum two (2) years of payroll processing experience.
• Experience with payroll software systems and accounting software.
• Experience with grant-funded payroll preferred.
• Experience working in tribal government or governmental accounting preferred.
• Valid driver's license and insurable driving record.
• Proficiency in Microsoft office applications; word, excel ect.

Knowledge, Skills, and Abilities

• Thorough knowledge of payroll laws, regulations, and reporting requirements.
• Strong understanding of payroll accounting and reconciliations.
• Knowledge of federal tax withholding, FICA, unemployment taxes, and benefit deductions.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Strong analytical and problem-solving skills.
• Exceptional attention to detail and accuracy.
• Ability to maintain strict confidentiality.
• Ability to prioritize multiple deadlines and work independently.

Physical Requirements

• Ability to sit for extended periods while working on a computer.
• Ability to lift files and office materials up to 25 pounds.
• Ability to operate standard office equipment.

Indian Preference

• Indian Preference will be given in accordance with applicable Tribal and federal laws, regulations, and policies.

Background Check

• Employment is contingent upon successful completion of a background investigation and any pre-employment requirements established by the Kickapoo Tribe in Kansas.