Payroll Administrative Specialist

Position Summary

The Payroll Administrative Specialist provides administrative support across payroll, human resources, and accounting functions. This position plays a critical role in maintaining accurate payroll records, supporting employee needs, assisting with compliance requirements, and ensuring timely completion of administrative processes.

This position requires a high level of confidentiality, attention to detail, organization, and the ability to manage multiple priorities while supporting company operations.

The Payroll Administrative Specialist will provide backup support, cross-training, and continuity for critical business functions while strengthening internal controls and improving employee service.

Essential Duties & Responsibilities

Payroll Administration Support

• Assist with weekly payroll preparation and processing for smaller businesses
• Backup payroll for all companies
• Review employee time records for accuracy and completeness.
• Follow up with supervisors regarding missing, incorrect, or unusual time entries.
• Verify overtime, special pay, holiday pay, PTO, and other payroll adjustments.
• Assist with payroll corrections and adjustments.
• Process payroll-related changes including:
• Pay rate changes
• Direct deposit changes
• Tax withholding changes
• Employee status changes
• Payroll deductions
• Maintain payroll records and documentation.
• Assist with payroll reporting and reconciliation.
• Review payroll activity for unusual items or discrepancies.
• Assist with multi-company payroll administration.
• Maintain accurate PTO and leave tracking.
• Assist with garnishments and other required deductions.
• Respond to employee payroll questions and assist with resolution.

Human Resources Administrative Support

• Process employee changes and updates.
• Employee benefit administration.
• Support annual open enrollment activities.
• Support employment verification requests.
• Assist with unemployment claims documentation.
• Support HR compliance activities and recordkeeping.

Accounting Administrative Support

• Provide administrative support to accounting operations.
• Assist with data entry and document processing.
• Maintain organized accounting records and files.
• Prepare reports and spreadsheets as assigned.
• Assist with account reconciliations and documentation.
• Support month-end and year-end administrative processes.

Administrative Responsibilities

• Maintain accurate electronic and paper filing systems.
• Prepare correspondence, reports, and spreadsheets.
• Provide backup administrative support as needed.
• Other duties as assigned.

Key Performance Expectations

Successful performance in this position requires:

• Payroll processed accurately and timely.
• Payroll records are maintained accurately.
• Deadlines consistently met.
• Strong attention to detail.
• Confidential information handled appropriately.
• Issues identified and communicated promptly.
• Effective communication with employees, supervisors, HR, and accounting.
• Ability to prioritize tasks and manage changing deadlines.
• Willingness to learn and cross-train in multiple areas.

Reporting Structure & Communication Expectations

• This position report directly to the Director of Human Resources
• Questions, concerns, payroll issues, or employee-related matters should follow the established chain of command.
• Issues requiring attention should be communicated promptly to ensure proper resolution.
• The position is expected to maintain open communication and provide timely updates regarding assigned responsibilities.

Required Qualifications

• High school diploma or equivalent required.
• Previous payroll, HR, accounting, or administrative experience preferred.
• Strong computer skills, including Microsoft Office and Excel.
• Ability to maintain confidentiality.
• Strong organizational skills and attention to detail.
• Ability to work independently and as part of a team.
• Strong written and verbal communication skills.

Preferred Qualifications

• Experience with payroll.
• Basic accounting knowledge.
• Experience supporting multi-company operations.
• Knowledge of payroll regulations and employment practices.

Physical & Work Environment Requirements

• This position is an office-based role requiring regular interaction with employees, supervisors, vendors, and management.
• Ability to handle confidential documents and information in a secure office environment.
• Ability to sit, stand, walk, file documents, and perform general office duties.
• Ability to meet deadlines in a fast-paced business environment.

Pay: $26.40 - $31.80 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Language:

• Spanish and English (Preferred)

Work Location: In person

Salary : $26 - $32