Payroll Specialist

Overview

Job Title: Payroll Specialist                  
Location: New York-Main Office
Department: Finance
Reports to: Senior Payroll Manager                                                              FLSA/Status: Exempt/Full-Time

Position Summary

The Payroll Specialist is responsible for processing and maintaining accurate payroll records for employees of the Center for Family Support. This position ensures timely payroll processing, compliance with federal and state regulations, accurate employee compensation, and excellent customer service to employees and management. The Payroll Specialist supports payroll operations across multiple programs and locations while maintaining confidentiality and professionalism.

Our industry-leading benefits include:

• 401(k)
• Dental Insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Tuition reimbursement
• Vision insurance

Responsibilities

• Process biweekly and/or semi-monthly payroll for employees accurately and on schedule.
• Review and verify timesheets, attendance records, pay adjustments, and payroll changes.
• Ensure compliance with federal, state, and local wage and hour laws.
• Maintain employee payroll records including new hires, terminations, rate changes, deductions, garnishments, and direct deposit information.
• Reconcile payroll discrepancies and resolve employee payroll issues promptly and professionally.
• Process payroll-related transactions including overtime, shift differentials, retroactive pay, bonuses, PTO payouts, and stipends.
• Prepare and distribute payroll reports for management, finance, and audits.
• Coordinate payroll activities with Human Resources, Benefits, and Finance departments.
• Assist with year-end payroll processing including W-2 preparation and payroll reconciliations.
• Support implementation, upgrades, or transitions of payroll systems and timekeeping systems.
• Maintain confidentiality of employee records and sensitive payroll information.
• Assist with audits, compliance reviews, and documentation requests.
• Monitor payroll inboxes and respond to employee inquiries in a timely manner.
• Ensure proper documentation and approval for payroll adjustments and changes.
• Perform additional payroll and administrative duties as assigned.

Competencies

•  Payroll Processing and Administration: Expertise in processing biweekly and semi-monthly payroll accurately and on schedule, ensuring all employee compensation is completed in a timely and efficient manner.
•  Payroll Compliance and Regulatory Knowledge: In-depth knowledge of federal, state, and local wage and hour laws, with proven ability to ensure full compliance across all payroll functions and activities.
• Data Accuracy and Record Management: Strong ability to maintain precise payroll records, including employee data changes such as new hires, terminations, compensation adjustments, deductions, and direct deposits.
• Payroll Reconciliation and Issue Resolution: Skilled in identifying, investigating, and resolving payroll discrepancies while providing prompt and professional solutions to employee inquiries.
•  Complex Payroll Transactions Management: Proficient in processing various payroll components such as overtime, shift differentials, retroactive pay, bonuses, stipends, garnishments, and PTO payouts.
• Reporting and Audit Support: Experience preparing payroll reports for management and audits, and assisting with audit processes, compliance reviews, and documentation requests with accuracy and timeliness.
• Cross-Functional Collaboration: Demonstrated ability to collaborate effectively with Human Resources, Finance, and Benefits teams to ensure alignment and accuracy in payroll-related processes.
• Systems and Process Improvement: Skilled in supporting payroll system implementations, upgrades, and transitions, with the ability to adapt to new technologies and improve operational efficiency.
• Confidentiality and Ethical Standards: Strong commitment to maintaining confidentiality and handling sensitive employee and payroll information with the highest level of discretion and professionalism.
• Customer Service and Communication: Excellent interpersonal and communication skills, with the ability to respond to employee inquiries clearly, professionally, and in a timely manner.
• Organization and Time Management: Highly organized with the ability to prioritize multiple tasks, meet strict deadlines, and perform effectively in a fast-paced environment.
• Technical Proficiency: Advanced proficiency in Microsoft Excel and Microsoft Office Suite, with the ability to manage payroll data, perform analyses, and generate reports efficiently.

Qualifications

• Associate’s degree in accounting, Finance, Business Administration, or its equivalent.
• Minimum of 2–4 years of payroll processing experience, preferably in healthcare, nonprofit, or multi-site environments.
• Experience processing high-volume payroll preferred.
• Knowledge of payroll laws, wage and hour regulations, and payroll tax requirements.
• Experience with payroll systems such as ADP, Paycom, UKG, Ceridian, or similar platforms preferred.

Pay Range