Payroll Specialist

Position Summary

The Payroll Specialist supports payroll operations by accurately keying payroll data, maintaining payroll records, assisting with payroll-related inquiries, and producing the workers’ compensation report. In partnership with site leads and Human Resources, this role is responsible for ensuring payroll information is entered, reviewed, and maintained accurately and on schedule.

The Payroll Specialist serves as a key contributor to ensuring payroll accuracy, providing compliance support, managing workers’ compensation reporting, and delivering employee payroll services. This role ensures that payroll transactions, employee pay data, deductions, and related documentation are accurately entered, reviewed, and retained, while supporting a positive employee experience.

Essential Duties and Responsibilities

Payroll Processing and Data Entry

 Key payroll data into Paylocity accurately and timely, including earnings, deductions, adjustments, bonuses, reimbursements, and other payroll-related entries.

 Review payroll information for completeness, accuracy, and alignment with approved source documents before processing deadlines.

 Assist with payroll preparation by entering employee pay changes, time-related adjustments, tax updates, direct deposit changes, and other approved payroll transactions.

 Maintain accurate payroll records and supporting documentation in accordance with company policies and regulatory requirements.

 Conduct routine audits of payroll entries and employee pay data to identify and correct discrepancies.

 Coordinate with site leads and Human Resources to resolve payroll data issues and ensure accurate employee payroll information.

 Maintain strict confidentiality of employee payroll information and sensitive records.

Workers’ Compensation Reporting

 Produce the workers’ compensation report on a scheduled basis using payroll and employee data.

 Validate report data for accuracy, completeness, and consistency with payroll records.

 Research and resolve discrepancies related to workers’ compensation reporting in coordination with Payroll and Human Resources.

 Maintain supporting documentation for workers’ compensation reporting and related audit requests.

Employee Payroll Support

 Serve as a point of contact for employee payroll inquiries, including pay statements, deductions, direct deposit, tax withholding, and payment-related questions.

 Assist employees with payroll self-service functions and provide responsive, professional support.

 Escalate complex payroll issues to site leads and Human Resources as appropriate.

 Support the setup and documentation of garnishments, child support orders, tax levies, and other payroll deductions as assigned.

Payroll Compliance and Recordkeeping

 Maintain accurate payroll and employee records in accordance with company policy and regulatory requirements.

 Support payroll audits and compliance reviews by gathering and validating documentation.

 Assist with record retention activities and audit-ready documentation practices.

 Support year-end payroll activities and data validation efforts.

System and Administrative Support

 Utilize Paylocity to enter, update, and audit payroll and employee data.

 Identify payroll data discrepancies and partner with site leads and Human Resources to resolve issues.

 Assist with documenting payroll processes, job aids, reporting procedures, and continuous improvement efforts.

 Support payroll audits, compliance reviews, year-end payroll activities, and data validation efforts.

 Perform other duties as assigned.

Qualifications

Education and Experience

 Associate’s degree required at a minimum in Business Administration, Accounting, Human Resources, or a related field.

 Minimum of four years of payroll, accounting, HR, or related administrative experience required.

 Experience using Paylocity strongly preferred.

 Experience with payroll data entry, payroll reporting, or workers’ compensation reporting is a plus.

Knowledge, Skills, and Abilities

 Basic understanding of payroll processes, payroll data entry, employee recordkeeping, and payroll documentation.

 Familiarity with payroll forms, tax withholding, deductions, garnishments, and payroll reporting preferred.

 Strong attention to detail with a high degree of accuracy.

 Ability to handle confidential information with discretion.

 Effective communication skills with a strong internal customer-service mindset.

 Strong organizational and time management skills.

 Proficiency in Microsoft Office, particularly Excel.

 Ability to learn payroll systems quickly and follow established payroll processes.

Preferred Attributes

 Strong learning agility and interest in growing within payroll operations.

 Ability to escalate issues appropriately while managing routine responsibilities independently.

 Team-oriented with a collaborative approach.

 Proactive and solution-focused mindset.

 Self-starter who takes initiative to improve and solve issues within company processes and operating systems.

 Strong ability to adapt to new systems and tasks.