Payroll Specialist

As a Payroll Specialist focused on contractors within a locums staffing firm, you will play a pivotal role in ensuring accurate and timely payroll processing for all contract employees. Your primary responsibility will be managing the entire payroll lifecycle for contractors, including timesheet approvals, data collection, payroll processing, compliance, and reporting. Additionally, having experience with Account Receivables and processing invoices is always a plus as well.

Key Responsibilities:

• Timesheet Review: Review and audit contractor timesheets for accuracy,

completeness, and compliance with company policies and client requirements. Verify

hours worked, pay rates, overtime calculations, and proper cost center or assignment

coding. Identify and resolve discrepancies, including missing hours, duplicate entries,

or unapproved time. Follow up with employees, managers, or clients to obtain

approvals and corrections within payroll deadlines. Ensure all timesheets are

submitted and approved in accordance with established payroll schedules.

• Payroll Processing: Accurately process payroll for contractors, ensuring timely payment

and correct deductions in line with federal, state, and local regulations.

• Data Management: Collect, verify, and maintain contractor timesheets, expense reports,

and other necessary documentation to ensure accurate payroll processing.

• Compliance: Ensure all payroll activities comply with applicable laws and regulations,

including tax withholdings, wage and hour laws, and contractor classification

requirements.

• Reporting: Prepare and distribute payroll reports, including earnings statements, tax

summaries, and other required documentation for both internal and external

stakeholders. Reconcile adjustments, off-cycle payments, and prior period corrections,

ensuring proper documentation and approvals. Partner with billing and accounts receivable

teams to reconcile billed hours against paid hours and resolve discrepancies.

• Issue Resolution: Address and resolve any payroll discrepancies or issues, providing

timely support to contractors and internal teams.

• System Management: Utilize payroll software and systems to manage and streamline

payroll processes, ensuring data integrity and security. Review commission data in

Salesforce for accuracy, including placement details, pay/bill rates, and applicable

commission structures

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• Communication: Serve as the main point of contact for contractors regarding payroll

inquiries and timesheet review, providing clear and effective communication.

• Continuous Improvement: Identify opportunities for process improvements within the

payroll function, enhancing efficiency and accuracy.

Qualifications:

• 3 years of payroll processing experience, preferably in a high-volume or staffing

environment

• Proven experience as a Payroll Specialist, preferably within a staffing firm or handling

payroll for contractors

• Strong understanding of payroll processes, tax regulations, and labor laws

• Proficiency with payroll systems (e.g., ADP, Paychex, or similar platforms) and advanced

Excel skills (pivot tables, VLOOKUP/XLOOKUP, data analysis)

• Familiarity with Vendor Management Systems (VMS) and timekeeping platforms is highly

preferred

• Ability to identify discrepancies, investigate root causes, and implement corrective actions

• Strong organizational and time management skills with the ability to meet strict payroll

deadlines

• Excellent attention to detail and organizational skills.

• Excellent communication skills with the ability to collaborate cross-functionally (payroll,

billing, AR, sales, and operations teams)

• Ability to handle sensitive and confidential information with discretion