Payroll Specialist

The Payroll Specialist is responsible for providing excellent customer service by being responsive to the needs of external and internal partners, including clients, co-employed staff, vendors, and internal staff, by providing proper guidance and information related to payroll. The Payroll Specialist is responsible for a variety of payroll duties, including but not limited to: processing payroll and payroll related changes, providing payroll information and guidance to employees and clients, and maintaining the organization of payroll records.

Responsibilities:

1. Provide excellent customer service by being responsive to the needs of external and internal partners, including clients, co-employed staff, vendors, and internal staff, by providing proper guidance and information related to payroll.

• Accurately process payroll for 400 employees on a weekly, biweekly, semi-monthly and/or monthly basis.
• Process payroll-related changes (addresses, pay rates, W-4’s. bank accounts, etc.) for clients and employees.
• Process ACH files in payroll system and send to bank on a daily basis, depending on the ACH file schedule.
• Provide employees and clients with guidance to submit and review payroll information.
• Generate a variety of accurate reports for clients, such as journal entries, and other requested reports.
• Ensure accurate taxation and deductions are applied to each payment and invoice.
• Maintain accurate recordkeeping of all payroll documents.
• Accurately respond to client and employee inquiries regarding payroll issues or concerns.
• Take responsibility for understanding the individual client’s business and its corresponding payroll needs.
• Maintain continuous open communication with clients, their employees and internal staff regarding clients’ needs and expectations to ensure client satisfaction.
• Communicate with HR team when making necessary changes and updates to accounts.
• Maintain general working knowledge of the employee benefits and other services offered by TEG by participating in cross-training and other learning opportunities.
• Stay current on payroll practices and legal compliance and share knowledge accordingly.
• Inform clients of federal and state employment regulations and ensure they are meeting those requirements in applicable employment law (minimum wage, overtime, deductions, etc.) and applicable employment practices.
• Maintain electronic and paper files records according to company procedures.
• Ensure employee and client data is entered into payroll database accurately.
• Review and enter paid time off policies into payroll database.
• Review payroll information entered into payroll database by other members of the payroll department.
• Mail invoices, reports and paychecks to clients and employees.
• Remain in constant communication with teammates and management.
• Answer phones calls and direct them to the appropriate teammate.

2. Other duties as assigned and available.

• Actively participate in meetings, training and workgroups.
• Provide back-up support to other Payroll team members when requested and/or needed.
• Keep client relationship management system (CRM) updated with client and employee activities.
• Other duties as assigned.

Minimum Knowledge, Skills, and Abilities:

• Associate’s degree in finance, accounting, or business-related field or commensurate experience
• 0--2 years of applicable payroll processing experience in a high-volume, fast-paced environment preferred
• Strong knowledge of federal, state and local wage and deduction laws, regulations and rules
• Excellent communication skills to include writing, speaking and the ability to adapt communication style to fit the situation and audience
• Excellent organizational and time management skills; ability to plan and coordinate work independently balancing multiple work demands in a fast-paced environment
• Excellent problem-solving skills
• Ability to be customer-focused and quality-driven with strong customer service skills and focus
• Ability to exhibit integrity in work product and in interactions with clients and other staff
• Ability to hold oneself accountable for actions, successes, and failures
• Ability to be flexible in the work environment and willing and able to adapt to changing organizational needs
• Ability to operate in an open, honest and forthright manner in order to build and maintain relationships with a diverse population
• Ability to manage multiple projects through successful completion within set timelines
• Ability to work in a fast-paced environment with minimal supervision
• Ability to maintain confidentiality
• Ability to effectively work both independently and cooperatively as part of a team
• Ability to analyze data, draw appropriate conclusions and recommend solutions
• Ability to live TEG’s Winning Ways
• Willingness to gain knowledge and listen to others
• Flexibility in the work environment and willingness and ability to adapt to changing organizational needs
• Demonstrated computer and software skills required; proficiency with Microsoft Office Suite and databases

Physical Requirements: Primarily sedentary work, exerting up to 25 lbs. of force occasionally or a negligible amount.

Physical Activity: Primary working position-sitting, with occasional standing, walking; frequent reaching, typing; talking - speaking clearly; hearing – conversation; and seeing - near.

Work/Environmental: Moderate noise level consistent with an office environment. Travel within Wisconsin and other states as required for business meetings, education events, etc.

Personal/Physiological: Interaction with people, working around people, delegating work, and holding oneself and others accountable for meeting deadlines and finishing work, planning of activities, making judgments on a regular basis, frequent changes in duties and volume of work, intra-organizational and client communication.

Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.