Administrative Specialist - II

Position Overview

I am looking for a reliable, highly organized, and detail-driven Administrative Specialist II to join my team at the KT|Black Corporate Office and support our HR & Payroll operations. This is a lead-level administrative role for someone who is comfortable handling sensitive information, thrives in a fast-paced and structured environment, and knows how to stay organized even when things get busy. This role is hands-on and process-focused, supporting timekeeping, employee documentation, payroll requests, compliance tasks, employee support, and day-to-day administrative workflows. You will be responsible for performing various payroll and human resources administrative tasks while ensuring accurate and timely processing of employee information and payroll transactions. Your attention to detail, strong analytical skills, critical thinking, problem-solving ability, and commitment to confidentiality will be essential to your success. While we move quickly and expect a high level of accuracy, our office has a casual, team-focused vibe. We support each other, communicate constantly, and work hard without the stress of a buttoned-up atmosphere. Our team values reliability, accountability, clear communication, consistency, and a positive attitude. If you’re someone who stays organized, meets deadlines, takes ownership, follows through, and doesn’t need constant direction, you’ll do well here.

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What This Role Really Is

You’ll manage a steady workflow of tasks, monitor hourly and daily deadlines, and keep processes moving. You’ll spend your day balancing inbox monitoring, timecard review, employee paperwork, compliance tasks, payroll requests, and responding to employee, manager, and client requests while keeping systems accurate and organized. Your work directly supports payroll accuracy, compliance, employee support, and smooth operations. Details are critical, and timelines are real. You’ll need to stay calm, communicate clearly, take initiative when something needs attention, and know how to prioritize competing tasks. You will be responsible for managing 1 other employee in terms of processes ONLY; your ability to monitor workflows, identify issues, maintain accuracy, and keep processes moving is an important part of the role.

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Core Responsibilities

Payroll Operations

• Monitor payroll email and process requests promptly.
• Answer emails and phone calls from employees, managers, and clients.
• Collect and review employee timesheets to ensure accuracy and completeness of hours worked.
• Upload and organize timecards and supporting documents.
• Enter data and review documents such as timesheets, reports, and payroll information.
• Resolve missing timecards and discrepancies.
• Validate timesheets and question discrepancies or invalid hours, seeking clarification from employees or supervisors as necessary.
• Collaborate with the Operations team to resolve payroll discrepancies or errors.
• Assist with paystub, direct deposit, and employee update requests.
• Generate pay stubs and distribute them to employees electronically.
• Calculate and process adjustments for leave balances, bonus payments, overtime, and other payroll-related items.
• Enter deductions such as taxes, insurance premiums, benefits, and child support garnishments into the payroll system based on employee elections and legal requirements.
• Process and maintain employee direct deposit information, ensuring accurate and timely payment of salaries and wages.
• Address employee inquiries related to payroll, deductions, and direct deposit arrangements.

Timekeeping

• Review timecards, paycodes, and notes for accuracy.
• Understand time calculations and reporting requirements.
• Submit and track timesheets across processes.
• Monitor timekeeping workflows to ensure everything is accurate and up to date.
• Question discrepancies, invalid hours, missing information, or other issues that could affect payroll accuracy.
• Ensure timekeeping information is complete, accurate, and submitted within required deadlines.

Documentation & Compliance

• Review employee paperwork for completeness and accuracy.
• Review, verify, and maintain employee I-9, W-4, and identification information to ensure compliance with legal and company requirements.
• Verify IDs and complete I-9 reviews.
• Maintain consistent, accurate, and up-to-date employee records.
• Maintain employee information, tax withholding status, employment details, and other required documentation.
• Follow up on missing documentation.
• Ensure compliance with data privacy requirements and company policies.
• Maintain confidentiality and a high level of care in everything you do.

HR & Employee Support

• Assist with background checks and employment verifications.
• Process background checks and employment verifications while adhering to company policies and relevant regulations.
• Assist with drug testing documentation and E-Verify.
• Support garnishments, unemployment items, and compliance tracking.
• Answer phones and assist employees professionally.
• Gather information, document interactions, and route issues appropriately.
• Respond to employee questions and requests regarding payroll, deductions, direct deposits, documentation, and related HR matters.
• Interact professionally with employees at all levels, as well as internal and external team members.

Verification & Reporting

• Complete employment verifications accurately and in a timely manner.
• Maintain documentation and reporting workflows.
• Generate reports and provide relevant payroll and HR data to management as requested.
• Maintain accurate and up-to-date employee records, including personal information, tax withholding status, and employment details.
• Maintain and send weekly prevailing wage reports
• Ensure all reporting and documentation is handled accurately, confidentially, and according to company requirements.

General Administrative Support

• Assist with day-to-day administrative tasks, including scanning, filing, typing, copying, and other office support duties.
• Maintain shared documentation and team notes so they remain accurate and updated.
• Monitor team workflows and processes to ensure information remains accurate and current.
• Keep systems, records, documentation, and administrative processes organized.
• Manage multiple administrative priorities while maintaining accuracy and meeting deadlines.

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Expectations — How We Work

This position requires someone who can work independently while remaining a strong team player. Work moves quickly, especially near payroll deadlines. You’ll juggle multiple priorities throughout the day. Accuracy is more important than speed, but both matter. Most tasks require same-day turnaround. You’ll need to stay organized and proactive. You are expected to take ownership of your work and follow through. We communicate directly, clearly, and respectfully. We take responsibility for our work. We meet deadlines and follow through. We stay solutions-focused. We support each other without micromanaging. You should be able to keep up without becoming overwhelmed. You should be comfortable working with sensitive and confidential information. You should be able to manage moving parts while maintaining consistency and attention to detail. You should be comfortable asking questions, seeking clarification when needed, and identifying issues before they become larger problems. This is a team that values consistency over chaos.

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What We’re Looking For

Required

• High School Diploma or GED required.
• Excellent attention to detail and ability to work with numbers accurately.
• Strong organizational and time-management skills.
• Ability to manage multiple priorities, meet deadlines, and maintain accuracy.
• Ability to work independently and with a team.
• Strong written and verbal communication skills.
• Ability to interact professionally with employees at all levels.
• Comfort handling sensitive and confidential information.
• Discretion and integrity when handling confidential employee information.
• Self-starter mindset with strong follow-through.
• Positive, steady approach to problem-solving.
• Strong critical-thinking and problem-solving skills.
• Ability to multitask and prioritize effectively.
• Ability to communicate effectively with internal and external team members.
• Strong customer-service skills.Preferred
• Previous administrative experience preferred.
• Previous HR or Payroll support experience is a plus.
• We’re looking for someone who is naturally organized, stays focused when there are multiple moving parts, communicates clearly, and can maintain a high level of accuracy in a fast-paced environment.

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Confidentiality & Accuracy

This role requires handling sensitive employee information with confidentiality, discretion, integrity, and meticulous attention to detail. The successful candidate must be able to maintain employee privacy, protect confidential information, accurately process sensitive records, and follow company policies and applicable requirements. Strong time management, critical thinking, problem-solving, customer-service, multitasking, prioritization, and communication skills are necessary.

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Schedule

• Full-Time — 37 hours per week
• Monday–Friday daytime schedule
• 8-hour shift
• Day shift
• No weekends
• No nights
• In-person position in Amarillo, TX

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Benefits & Perks

• 40 hours of PTO annually
• Medical Insurance
• Dental Insurance
• Vision Insurance
• 401(k) matching / company match
• Holiday Pay
• Employee discount for private training
• Access to an on-site private gym and sauna
• Private trainer group sessions 3x per week
• Stable schedule
• Steady hours
• Supportive, team-focused work environment

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Why Join This Team?

We believe in building a workplace where people are supported, trusted, and given room to grow. You’ll be part of a team that values clear communication, accountability, clarity, reliability, consistency, and steady growth while doing meaningful work that keeps our operations running smoothly. We work hard, communicate constantly, support one another, and take pride in doing things right. Our environment is structured and fast-paced without being overly formal or buttoned-up. We’re excited to find someone who is sharp, dependable, organized, detail-oriented, accountable, and ready to grow with us. If that’s you, we’d love to hear from you.

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How to Apply

Send your resume to: resume@ktblack.com

Pay: $17.50 - $18.50 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $18 - $19