Payroll Assistant

• FLSA Classification: Full-Time Hourly / Non-Exempt
• Salary Grade / Level / Family / Range: Administration / Accounting, $24.00 – $28.00 / hr
• Schedule: Hybrid work model, with one designated day per week on-site at our Oakbrook, IL location.
• Reports To: Controller

About the Company

The Heartland Roadshow, established in 2009, is a premier buyer of estate jewelry, precious metals, gold and silver coins, and collectibles. If you’ve ever seen “Antiques Roadshow”, this is similar to what we do. We set up boutique “buying events” at various hotel locations throughout the region, where folks come to sell us their estate items - primarily gold, silver, coins, and watches.

Job Summary

The Payroll Assistant supports the payroll function by ensuring accurate and timely processing of employee compensation and reimbursement, maintaining payroll records, and assisting with payroll compliance activities. This position works closely with Human Resources, Accounting, and management to ensure payroll transactions are processed efficiently and in accordance with company policies and applicable federal, state, and local regulations. The ideal candidate is detail-oriented, organized, maintains strict confidentiality, and possesses strong analytical and problem-solving skills.

Supervisory Duties

Not applicable; this is a staff position.

Essential Job Duties

Payroll Processing

• • Assist with the preparation and processing of bi-weekly payrolls.
  • Review employee time records, attendance reports, and payroll data for accuracy and completeness.
  • Review employee expense reimbursements for adherence to company policies.
  • Verify employee pay rates, deductions, bonuses, commissions, and reimbursements.
  • Process payroll adjustments, retroactive payments, garnishments, and other special payroll transactions.
  • Ensure payroll is completed accurately and within established deadlines.

Employee Support

• • Respond to employee inquiries regarding pay and payroll policies as needed.

  • Maintain a high level of confidentiality when handling employee information.

Record Maintenance & Compliance

• • Maintain accurate payroll records and employee payroll files.

  • Assist with payroll tax reporting and compliance requirements.

  • Ensure compliance with federal, state, and local wage and hour regulations.

  • Assist with audits by providing payroll documentation and supporting schedules.

Reporting & Reconciliation

• • Prepare payroll reports for management and accounting departments.

  • Assist with month-end and year-end payroll reconciliations.

  • Identify and report payroll discrepancies and assist in resolving issues.

Administrative Support

• • Assist with onboarding and termination payroll processing.

  • Coordinate with Human Resources to ensure employee data is accurate and current.

  • Support payroll system maintenance and testing when updates occur.

This job duties list above provides a general overview of essential duties, but it doesn't cover all duties for the role; other responsibilities may be added to the role by management as the need arises.

Required Education and Experience

• • Associate degree in Accounting, Finance, Business Administration, Human Resources, or related field preferred.

  • Minimum of 1–3 years of payroll, accounting, bookkeeping, or administrative experience.

  • Experience with payroll processing systems such as Rippling (preferred), ADP, Paychex, UKG, Workday, or similar platforms.

Preferred, but not Required:

• • Prior Payroll experience in a multi-state environment

Required Knowledge, Skills and Abilities

• • Strong understanding of payroll procedures and payroll tax regulations.

  • Proficiency in Microsoft Excel and Microsoft Office applications.

  • Excellent attention to detail and accuracy.

  • Strong organizational and time management skills.

  • Ability to handle confidential information with discretion and professionalism.

  • Effective verbal and written communication skills.

  • Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.

  • Strong analytical and problem-solving abilities.

  • High degree of accuracy and attention to detail

  • Excellent communication and interpersonal skills to handle employee inquiries and collaborate with internal teams.

  • Ability to work on-site in Oakbrook, IL at least one day per week (hybrid schedule).

Required Equipment Knowledge

• • Experience with Google Business Suite (e.g., Gmail, Drive, Docs, Sheets, Forms, Sites, and Slides)

  • Proficiency with payroll software, such as Rippling, ADP, Paychex, or Workday, and a strong command of Microsoft Excel.

Compensation

This position is hourly, non-exempt.

Base Pay Rate / Salary Range Information

The actual amount offered within the posted salary/pay rate range will depend on a variety of factors, including degree obtained/education, experience, skills and abilities, and other relevant job-related factors. The lower end of salary range applies to candidates who meet minimum qualifications or have limited years of relevant experience; the higher end of range will apply to seasoned candidates with considerable years of direct relevant experience.

The Heartland Roadshow is an equal opportunity employer. Further, the company will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the federal, state, and/or local ordinances for the location of the position.