What are the responsibilities and job description for the Payroll Specialist position at Agile People & Payroll?
Description
The Payroll Specialist supports the accurate, timely, and compliant processing of payroll for a multi-state, multientity
private organization. This hands-on role is responsible for preparing weekly payroll batches, maintaining
payroll and timekeeping data, and supporting payroll audits and reporting. The Payroll Specialist also supports the
Director of Payroll in preparing the payroll function for future growth, including potential external client payroll
services. This role works closely with the Director of Payroll, HR, and Accounting to maintain payroll accuracy,
confidentiality, and consistency as the organization continues to grow.
Requirements
Timekeeping Administration:
Technical Skills:
The Payroll Specialist supports the accurate, timely, and compliant processing of payroll for a multi-state, multientity
private organization. This hands-on role is responsible for preparing weekly payroll batches, maintaining
payroll and timekeeping data, and supporting payroll audits and reporting. The Payroll Specialist also supports the
Director of Payroll in preparing the payroll function for future growth, including potential external client payroll
services. This role works closely with the Director of Payroll, HR, and Accounting to maintain payroll accuracy,
confidentiality, and consistency as the organization continues to grow.
Requirements
Timekeeping Administration:
- Review weekly timesheets for accuracy and completeness, ensuring all required approvals are obtained
- prior to payroll deadlines.
- Confirm proper holiday pay and schedules are reflected on employee timesheets.
- Follow up with supervisors on missing or incomplete timesheets prior to approval deadlines.
- Communicate timesheet approval deadlines to supervisors, including holiday schedules.
- Review and validate timesheet change requests.
- Close pay periods and run weekly timekeeping reports
- Maintain the Payroll Changes report, including new hires, terminations, and changes in pay or deductions.
- Prepare weekly payroll batches and assist with processing weekly and off-cycle payrolls.
- Prepare reimbursement, bonus, and incentive upload files.
- Enter payroll data accurately, including earnings, deductions, taxes, and garnishments.
- Confirm appropriate timing of 401(k) deductions and contributions.
- Download and review pre-process payroll reports prior to payroll submission.
- Download and archive processed payroll reports and 401(k) reports.
- Assist the Director of Payroll with weekly payroll forecasting by documenting upcoming payroll changes.
- Save and maintain all supporting documentation related to payroll and personnel changes.
- Serve as backup to the Director of Payroll for payroll processing, as needed
- Assist employees with payroll-related inquiries, including direct deposit changes, W-4 updates, earnings and deductions, timekeeping, and PTO balances.
- Assist in resolving payroll discrepancies and corrections.
- Support onboarding and offboarding payroll activities.
- Ensure payroll correspondence and documentation are properly maintained.
- Run standard payroll, audit, and reconciliation reports as requested.
- Assist with payroll reconciliations and documentation for Accounting.
- Follow established payroll policies, procedures, and internal controls.
- Maintain confidentiality and data integrity across all payroll and HRIS systems.
- Review personnel change documentation received from HR and communicate questions or issues in a timely manner.
- Assist with employee and payroll changes within the payroll platform, as directed by the Director of Payroll.
- Assist with payroll tax filings, year-end processing, and related reporting.
- Complete required company and payroll training in a timely manner.
- Attend Paylocity webinars and system training to stay current on enhancements and updates.
- Support system testing, updates, and process improvement initiatives
- Assist the Director of Payroll in administering payroll services for external clients, when applicable
- Assist in preparing payroll reports for internal and external stakeholders.
- Support consistent payroll practices across multiple entities and clients.
- Support HR and Accounting teams with payroll procedures and best practices.
- Assist with maintaining payroll process documentation and training materials.
- Identify opportunities to improve payroll accuracy, efficiency, and workflow consistency
Technical Skills:
- Experience with payroll and HRIS systems (Paylocity preferred; ADP, Paycom, or similar)
- Proficiency in Microsoft Office; basic to intermediate Excel skills.
- Strong attention to detail, accuracy and organization.
- Clear communication and strong interpersonal skills.
- Ability to manage multiple priorities and meet deadlines
- High level of integrity and discretion in handling confidential information.
- Dependable, organized, and comfortable working in a fast-paced, growing environment.
- Willingness to learn and grow within the payroll function
- Fundamental Payroll Certification (FPC) or interest in payroll certification preferred.
- 2 years of payroll experience
- Experience supporting weekly payroll cycles
- Basic understanding of payroll concepts and compliance
- High school diploma or equivalent required