Payroll Specialist

Qualifications: The ideal candidate will have a high school diploma or equivalent (Associate's degree in a related field preferred) and a minimum of three years of payroll processing experience with increasing responsibility. The candidate should possess strong knowledge of payroll processes, including data entry, pay calculations, tax withholdings, benefits administration, wage and hour laws, and geographic tax regulations. Experience working with third-party payroll vendors and HRIS systems is preferred. Proficiency in Microsoft Office Suite and the ability to quickly learn payroll systems is required. The candidate must demonstrate excellent organizational skills, attention to detail, strong communication abilities, and the capacity to generate reports and analyze payroll data effectively.

Position Summary: The Payroll Specialist is responsible for collecting, verifying, and processing payroll data to ensure accurate and timely payroll operations. This role includes resolving timekeeping discrepancies, maintaining payroll records, and collaborating closely with Human Resources to ensure all employee changes are accurately reflected prior to payroll processing. The Payroll Specialist must have experience working with pre- and post-payroll reports, including timecard exception reports, payroll registers, and labor distribution reports, and be able to resolve complex payroll issues efficiently.

Physical Requirements: This position primarily operates in an office environment and requires prolonged periods of sitting, working on a computer, and communicating via phone or email. Occasional lifting of office materials up to 25 pounds may be required.

Duties and Responsibilities: In conjunction with the Benefit Leave and Payroll Manager, the incumbent will be responsible for the following:

1. Payroll Processing & Data Management • Enter, maintain, and process payroll information including wages, salaries, bonuses, time worked, paid leave, deductions, and employee changes. • Ensure accurate processing of payroll deductions including taxes, benefits, and other withholdings. • Audit and reconcile timecards, resolving discrepancies prior to payroll processing. • Maintain and audit payroll master files and transactions for accuracy and compliance.

1. Employee Support & HR Collaboration • Respond to employee inquiries regarding payroll and HR-related matters. • Assist new hires with HRIS onboarding and payroll applications. • Collaborate with Human Resources to ensure employee changes (new hires, separations, updates) are accurately processed.

1. Reconciliation & Reporting • Reconcile payroll to the general ledger and monthly bank statements. • Prepare and review payroll reports such as payroll registers, statistical summaries, and labor distribution reports. • Reconcile benefit invoices and assist in funding payroll-related deductions.

1. Compliance & Tax Processing • Record and process federal and state payroll tax deposits. • Ensure compliance with payroll laws, regulations, and organizational policies. • Process garnishments, status changes, and other payroll-related documentation.

1. Issue Resolution & Analysis • Research and resolve complex payroll and timekeeping issues. • Gather and analyze data to identify and address discrepancies or problems. • Prepare audit reports and escalate issues such as overpayments and recoveries.

1. Administrative & Operational Support • Issue or reissue physical or replacement checks or direct deposits as needed. • Update spreadsheets and maintain accurate payroll records. • Support the Benefit Leave and Payroll Manager with additional duties as assigned.

Other Duties: • Work independently and collaboratively with internal teams. • Maintain confidentiality of sensitive employee and payroll information. • Adhere to all organizational policies and procedures. • Perform other duties as assigned.

The above statements are intended to describe the general nature and level of work performed by an employee assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of employees in this position.

This job is eligible for a work from home option. Flexible work arrangements must be approved by your supervisor in advance.

Regional Food Bank is committed to providing a workplace free from discrimination or harassment. We expect every member of the Food Bank to do their part to cultivate and maintain and environment where everyone has the opportunity to feel included and is afforded the response and dignity they deserve. The Regional Foos Bank complies with federal, state, and locale equal employment opportunities laws. Decisions related to hiring compensating, training evaluation performance, or terminating are made fairly, and we provide equal employment opportunities to all qualified candidates and employees.