Payroll Specialist

More about the Role

At Heartland Veterinary Partners, our mission is centered around elevating the lives of veterinarians and their teams. By partnering with Heartland, practice owners unlock a world of operational advantages and economies of scale, all while retaining their clinical autonomy. At Heartland, we go beyond the ordinary to foster an environment that nurtures growth, invests in our employees, and creates pathways for professional development.

The Heartland promise doesn't stop at operational brilliance; it extends to encompass non-clinical facets like recruiting & human resources, marketing, procurement, payables management, accounting & finance, and information technology. In essence, we've got every corner covered, so our partners can focus on what truly matters - providing optimal care for their patients. As a dedicated member of our Support Center, you'll have the opportunity to be a part of what makes that happen. Your role will be pivotal in helping our partners deliver unparalleled patient care.

The Heartland philosophy rests firmly on the pillars of Servant Leadership. This ethos defines our Support Center team, where every member embraces the ethos of selfless service and approaches every challenge with an unwavering commitment to support. If this resonates with your personal and professional values, then we'd like to get to know you better!

Position Purpose

Reporting to Heartland’s Payroll Manager, the Payroll Specialist will process and manage payroll for the entire organization. This is a full-time on-site role located at our Chicago office. 

Competencies

At Heartland, all of our team members embody the spirit of Servant Leadership.

• Authentic Listening - Continually listening with an open mind and heart to what is said and unsaid.
• Building Community –Bringing team members together and mobilizing them around our collective purpose and commitment to our communities.
• Commitment to the Growth of the People – Dedicated to the personal and professional growth and development of our team members.
• Conceptualization -Forward thinking and approaching work and challenges with an end-to-end view.
• Empathy – Demonstrating empathy and understanding with others, approaching everything assuming positive intentions.
• Foresight – Taking the past, the present, and the future decision-making process.
• Healing – Focusing on the emotional and physical health of our team members.  Offering support and solutions to ensure our team members have balance.
• Persuasion – Building group consensus and buy-in.
• Self-Awareness – Conscious knowledge of personal character, emotions, intentions, and leadership impact.
• Stewardship - Concern for our team members, customers, communities, and the organization as a whole and making good use of all that is available to provide appropriate support.

Essential Responsibilities

• Serve as the primary payroll contact for assigned states providing exceptional customer service and timely issue resolution.
• Process semi-monthly payroll for 4,500+ employees, ensuring accuracy, compliance, and adherence to payroll deadlines.
• Manage all off-cycle payrolls, special payments, and manual ACH requests.
• Maintain, manage, and electronically store employee payroll records in accordance with company policies and regulatory requirements.
• Accurately enter and maintain employee payroll and tax information in ADP Workforce Now and applicable third-party systems.
• Prepare ad hoc reports and payroll analytics as requested by management.
• Assist with payroll-related journal entries and support accounting and reconciliation processes.
• Participate in continuous process improvement initiatives to enhance payroll efficiency, accuracy, and compliance.
• Conduct payroll-related training and support for newly hired managers and supervisors.
• Respond to employee inquiries regarding payroll, tax withholding, earnings, deductions, discrepancies, and pay adjustments.
• Administer wage garnishments, child support orders, tax levies, and other court-ordered deductions in compliance with federal and state regulations.
• Serve as a resource for multi-state payroll tax compliance, including understanding federal, state, and local tax withholding requirements.
• Complete and manage state and local payroll tax registrations, unemployment registrations, and account maintenance as required for new employee work locations and business operations.
• Work directly with state agencies and tax authorities to establish, update, and maintain employer tax accounts.
• Perform other duties and special projects as assigned by management.

Requirements/Qualifications

• Strong Microsoft Excel skills required.
• Proficient with Pivot Tables, VLOOKUP/XLOOKUP, and data analysis functions.
• Knowledge of multi-state payroll tax regulations, payroll tax withholding, and state registration requirements.
• Experience processing payroll in a high-volume environment.
• Exceptional organizational, analytical, and multitasking skills with strong attention to detail.
• Ability to handle confidential and sensitive information with discretion and professionalism.
• Minimum of 2 years of payroll experience required.
• Experience with ADP Workforce Now preferred.
• Strong written and verbal communication skills.
• Ability to work effectively in a fast-paced, deadline-driven environment.
• Healthcare and/or facilities-based payroll experience is a plus.
• Knowledge of wage garnishments, child support orders, and payroll compliance requirements preferred.

Benefits Offered

• Physical wellness: Health, dental, vision, voluntary life and disability programs, and discounted access to gym memberships
• Mental wellness: Paid time off, flexible work schedules, and EAP
• Financial wellness: Bonus incentives, retirement accounts, retail discounts, and access to financial planning tools
• Professional wellness: Learning and career development solutions

Pay Range