Payroll Specialist

Kelley Create is a dynamic and innovative business technology company dedicated to helping our partners grow their businesses while supporting the wild success of our co-workers and ourselves. We pride ourselves on delivering exceptional customer service and are committed to driving growth and success in our industry.

Summary:

The Payroll Specialist is responsible for the accurate, timely, and compliant processing of payroll for all employees. This role ensures adherence to federal, state, and local wage and hour laws, maintains payroll records, and serves as a key point of contact for payroll-related inquiries. The position requires strong attention to detail, confidentiality, and a compliance-driven mindset. 

Key Responsibilities:

• Maintain, organize, and audit HR files, records, and documents (both physical and electronic).
• Assist with data entry and maintaining the HR database (ADP).
• Familiarity with ADP.

Payroll Processing

• Process regular payroll cycles bi-weekly accurately and on schedule
• Calculate wages, overtime, reimbursements, bonuses, and retroactive pay
• Maintain and audit employee earnings, deductions, garnishments, and tax withholdings
• Ensure compliance with federal, state, and local payroll laws and regulations
• Coordinate final pay processing in accordance with state-specific requirements

Payroll Compliance & Reporting

• Prepare and reconcile payroll reports and registers
• Assist with payroll tax filings, year-end processing (W-2s), and audits
• Ensure accurate coding of payroll expenses for accounting and grant reporting purposes
• Support workers’ compensation, unemployment, and benefits-related payroll reporting
• Maintain payroll documentation in compliance with record retention requirements

Systems & Data Management

• Maintain payroll data in the payroll system and HRIS
• Process payroll changes including new hires, terminations, rate changes, and deductions
• Partner with HR and Finance to ensure data accuracy across systems
• Identify and resolve payroll discrepancies promptly

Employee Support

• Serve as primary contact for employee payroll questions
• Provide clear explanations regarding pay statements, deductions, and withholdings
• Maintain professionalism, discretion, and confidentiality at all times

• Assist in the recruitment process by posting job openings, scheduling interviews, and communicating with candidates.
• Help prepare offer letters and employment agreements.
• Coordinate the onboarding process, including preparing new hire paperwork, and organizing new hire orientations. Facilitate smooth integration into the company culture.
• Coordinate pre-employment activities such as background checks, reference checks, and new hire paperwork.

Competencies: 

To perform the job successfully, an individual must demonstrate the following competencies to perform the essential functions of this position. 

• Customer Focus: The individual needs to demonstrate understanding and compassion for concerns and issues. The individual should promptly address customer inquiries and complaints and go above and beyond to ensure customer satisfaction.
• Communication Skills—Clearly and effectively communicate with customers and team members. Writes concise, clear, and professional emails and messages. Pays full attention to customers, understands their needs, and responds appropriately. 
• Problem-Solving Skills: The individual identifies the root cause of customer issues and develops effective solutions. They think outside the box to resolve customer problems and improve service. They make sound decisions quickly to address customer needs and issues.
• Time Management: The individual effectively prioritizes tasks to manage multiple customer inquiries and issues. Completes tasks.
• Adaptability—The individual adapts to changing customer needs, policies, and technologies. Remains calm and effective under pressure during high-volume periods. Quickly learn new procedures and systems as required. 

Qualifications:

• Associate degree in Accounting, Business Administration, or related field (bachelor’s degree preferred).
• Minimum 2 years of experience in payroll support role.
• Proficient with ADP.
• Strong knowledge of payroll regulations and employment law basics.
• High level of accuracy and attention to detail.
• Strong organizational and communication skills.
• Ability to handle confidential information with discretion.

Preferred Skills:

• Knowledge of basic HR functions and employment laws.
• Experience with applicant tracking systems (ATS) and ADP payroll software.
• HR certification (e.g., SHRM-CP or PHR) is a plus.

Language Skills:   

Read and interpret documents such as safety rules, invoices, SOP, and instructions; write routine reports and correspondence. Effectively present information in one-on-one situations and small group situations to customers or vendors, and other employees.

Math Skills:    

Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; compute rate, ratio, and percent and draw and interpret bar graphs.

Reasoning Ability: 

Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; to deal with problems involving several concrete variables in standardized situations. Identifies problems, gathers information, and offers solutions.

Computer Skills:

Proficiency with Microsoft Word, Excel, and Outlook is required. Proficiency with email is required.  

Physical Demands and Work Environment:

The physical demands and work environment described below represent the activities and surroundings of the positions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

• The work is typically performed in an office environment, with a moderate noise level.   
• While performing the duties of this job, the employee is regularly required to sit for long periods. 
• To perform the job, the employee is regularly required to talk and hear on the telephone and in person with individuals and groups.        
• The employee must be able to reach with hands and arms to type frequently throughout the day.  
• Vision is required as the incumbent is required to read and respond to documents in hard copy and electronic form.  
• The incumbent may regularly be required to lift and carry up to fifteen pounds of documents such as reports, invoices, supplies, etc.

Competitive Benefits Package Include:

• Medical Insurance
• Dental/Vision Insurance
• Life Insurance
• Flexible Spending Account Options
• Supplemental insurance
• 401K with company contribution
• Paid Time Off
• Paid Holidays
• Ongoing training opportunities