Payroll Specialist

POSITION SUMMARY:

The Payroll Specialist is responsible for accurately processing weekly and monthly payrolls, integrating timekeeping data, maintaining payroll records, and ensuring employee compensation is processed in accordance with company policies, applicable federal and state regulations, and internal deadlines. This role supports payroll operations by reviewing and posting time, processing payroll transactions, managing deductions and wage garnishments, calculating back pay and bonuses, and maintaining accurate employee records. The Payroll Specialist also responds to employee inquiries, resolves discrepancies, and ensures the timely and confidential handling of payroll information in a fast-paced, deadline-driven environment.

KEY RESPONSIBILITIES: Includes the following: other duties may be assigned.

• Review, integrate, and post employee time from timekeeping systems into payroll software, ensuring accuracy and completeness before payroll processing.
• Process multiple weekly payrolls, including reviewing and posting payroll batches, generating direct deposit files, and notifying Treasury of uploads.
• Process monthly cell phone, vehicle, and parking stipends in accordance with company policies.
• Enter time for office and salaried employees as required.
• Review timesheets for accuracy, completeness, and compliance with company policies, identifying and resolving discrepancies before payroll deadlines.
• Maintain employee payroll records, including processing pay rate changes and updating employee maintenance records in Great Plains (GP).
• Calculate and process back pay, retroactive wage adjustments, bonuses, and other supplemental compensation as authorized.
• Process wage garnishments, child support orders, and other legally mandated deductions, ensuring accurate calculations, timely processing, and compliance with applicable requirements.
• Maintain knowledge of applicable state tax withholding requirements and ensure payroll tax withholdings are processed accurately based on employee work locations and applicable regulations.
• Process payroll deductions, including supply purchases, employee advances, and other approved deductions.
• Review, code, and process time owed to employees, ensuring payroll corrections are completed accurately and promptly.
• Activate prenote verifications for employee banking information and resolve discrepancies related to direct deposit setup.
• Utilize Greenshades to create batches for employees who elect to receive mailed direct deposit statements.
• Create and maintain arrears entries when necessary to recover outstanding deductions.
• Process payroll correction batches, including reviewing and posting adjustments and escalating system issues to Dynamics Support as needed.
• Coordinate payment worksheets for garnishments and other applicable deductions with Accounts Payable.
• Respond to payroll-related inquiries by phone and email, providing timely, professional support to employees and internal departments.
• Maintain accurate payroll documentation and safeguard confidential employee and compensation information.
• Assist with payroll audits, reconciliations, reporting, and special projects to support accurate financial records and compliance.
• Maintain consistent working hours, including extended evening availability on Wednesdays and Thursdays as business needs require.

QUALIFICATIONS:

• High school diploma or equivalent required; an associate degree in Accounting, Business Administration, or a related field is preferred.
• Minimum of one year of payroll processing experience required.
• Experience with payroll processing, timekeeping integration, wage garnishments, and payroll adjustments is preferred.
• Working knowledge of state tax withholding requirements and applicable payroll regulations preferred.
• Experience with Gorilla, ADP/Paychex, Microsoft Excel, or Great Plains strongly preferred.
• Equivalent combinations of education and experience may be considered.

SKILLS AND ABILITIES:

• Strong understanding of payroll processing, timekeeping integration, payroll adjustments, and employee compensation practices.
• Knowledge of wage garnishments, child support orders, payroll deductions, and applicable state tax withholding requirements.
• Ability to process back pay, retroactive adjustments, bonuses, and other supplemental compensation accurately.
• Strong analytical and problem-solving skills, with exceptional attention to detail.
• Ability to identify discrepancies, reconcile payroll data, and resolve payroll issues within established deadlines.
• Proficiency in Microsoft Excel and the ability to work effectively with spreadsheets, payroll reports, and employee data.
• Familiarity with payroll systems such as Gorilla, ADP/Paychex, Great Plains, and Greenshades preferred.
• Ability to maintain strict confidentiality and securely handle sensitive employee and payroll information.
• Strong organizational and multitasking abilities in a deadline-driven environment.
• Excellent written and verbal communication skills.
• Ability to work independently while collaborating effectively across departments.
• Strong customer service skills and the ability to assist employees at all organizational levels professionally.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Prolonged periods of sitting at a computer workstation.
• Ability to perform frequent repetitive hand and wrist motions for typing and computer use.
• Ability to lift up to 20 lbs occasionally.
• Visual acuity sufficient for reviewing documents, spreadsheets, and system data.
• Ability to remain focused and work extended hours when necessary to meet payroll deadlines.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.

• Work is performed primarily in an office environment with moderate noise levels and frequent computer use.
• Occasional interaction with employees and departments requiring clear communication and confidentiality.
• Extended hours may be required during peak payroll periods or special processing cycles.

EEOC STATEMENT:

GIS is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other status protected by applicable law.