Payroll and Business Administration Specialist

Full-time Description

Job Title: Payroll and Business Administration Specialist

Date: 03/24/2026

Reports to: Finance and Business Administration Lead

Department: Finance

Status: Exempt - Professional

General Summary

The mission of Portage Learning is to transform lives and communities by providing learning opportunities for all who aspire to thrive. We do this not only through superior online instruction, but with a deep commitment to expanding access to education. We believe service is the thread that binds our community and our team together. To that end, we choose to …

• Believe the best in our employees
• Invest in our people
• Collaborate with humility, respect, and appreciation
• Cultivate curiosity and encourage creativity.
  
  

This role supports core finance and business operations by administering accurate biweekly and monthly payroll, overseeing 401(k) plan administration, managing tax registrations and compliance, maintaining standard operating procedures, and tracking active company contracts and vendor payments. The Payroll and Business Administration Specialist also serves as a key resource for employee 401(k) questions and provides operational support in accounts payable, invoicing, and student refunds.

Key Responsibilities (Essential Functions)

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function(s).

• Administer biweekly and monthly payroll, maintaining accuracy of employee paychecks and management of all earnings and deductions in cooperation with HR, under the management of the Finance and Business Administration Lead.
• Provide day-to-day administration for the company 401(k) plan, ensuring timely deposits and working with team members to complete annual audits. Be the leading source for employee questions relating to the 401(k) plan.
• Manage all local and state tax registrations to remain compliant with all state and federal laws.
• Maintain and regularly update the department standard operating procedure list, to reflect best practices.
• Maintain and track all active company contracts, ensuring timely payments to vendors and adherence to company policy.
• Provide support to the Business Operations Administrator in the areas of: Accounts Payable, Invoicing, and Student Refunds.
• Perform other related duties as assigned.
  
  

Knowledge/Skills Required

• Payroll experience required, with demonstrated ability to process payroll accurately and efficiently.
• 401(k) administration experience preferred, with the ability to support plan activities and respond to employee questions.
• Accounting software experience preferred, including systems such as QuickBooks and NetSuite, with the ability to manage financial records and transactions accurately.
• Experience with project management software preferred, including platforms such as Monday.com.
• Ability to handle sensitive and confidential information with a high level of discretion and professionalism.
• Strong understanding of payroll laws, tax withholdings, and related compliance requirements.
• Experience managing vendor payments, invoices, and other accounts payable functions.
• Strong attention to detail and organizational skills, with the ability to manage multiple deadlines.
• Proficiency in Microsoft Excel and other standard business software applications.
• Ability to communicate clearly and professionally with employees, vendors, and internal departments.
• Ability to follow established procedures while identifying opportunities for process improvement.
  
  

Qualifications (Education Requirements/Experience)

• Bachelor’s degree in Finance, Accounting, Business Management, or a related field, or equivalent professional experience.
• 3-5 years’ experience required in administering payroll, with 3 years’ experience in business administration related areas preferred.
• Successful completion of a background check and current and/or ability to obtain the following clearances: Child Abuse, State Police, FBI Fingerprinting, and Mandated Reporter for Child Abuse.
• Demonstrated agreement with and vision for the stated mission, vision, philosophy, values, and goals of Portage Learning.
  
  

Requirements

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, projectors, filing cabinets and fax machines.

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.

• Regularly required to sit; talk and hear, use hands to type, file, handle or feel. The employee is frequently required to reach with hands and arms. Occasionally required to stand; walk and stoop, kneel, crouch or crawl. Visual acuity to use a keyboard, prepare and analyze data and figures; transcribing, viewing a computer terminal; extensive reading.
• May require ordinary ambulatory skills sufficient to visit other locations; or the ability to stand, walk, lift, carry and move light to medium weight. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and learn technical information.
• Light lifting is required. Exerting up to 50 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force to constantly move objects.
  
  

Position Types And Expected Hours To Work

This is a full-time position. Days and hours of work are typically Monday to Friday, 9:00 a.m. to 5:00 p.m. Must be able to work from the office located in Chippewa Township, PA and conduct a minimum of 80% of work hours in the office.

Travel

This job does not require travel outside the office.

Other Duties Disclaimer

This is not an all-inclusive document. Additional duties, expectations, demands, etc. may be added or changed to this document on an as-needed basis in order to meet organizational goals.

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Salary Description $69,700 - $93,500