Payroll Specialist

Description

JOB DESCRIPTION

Job Title:

Payroll Specialist

Department:

Finance

Version Date:  

02 September 2026

Non-Exempt

BASIC SUMMARY: 

Perform the execution of financial functions involving invoicing, accounts receivable, accounts payable, purchasing, payroll, and general bookkeeping.

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

• Process payroll for all employees on a timely basis, ensuring accuracy in wages, bonuses, overtime, and deductions.
• Maintain and update employee payroll records, including personal information, tax exemptions, and wage changes.
• Ensure compliance with federal, state, and local payroll laws and regulations.
• Prepare and distribute paychecks or direct deposit statements to employees.
• Assist employees with payroll-related inquiries and resolve issues or discrepancies in a professional manner.
• Calculate and file payroll taxes, ensuring timely submission to appropriate government agencies.
• Manage benefits deductions and ensure proper recording in payroll systems.
• Prepare reports on payroll expenses, tax filings, and employee compensation for management and auditors.
• Perform monthly payroll reconciliation.
• Stay updated on changes to payroll tax laws, benefits regulations, and best practices.
• Collaborate with HR and finance teams to ensure seamless payroll integration with timekeeping systems and employee records
• Perform other double-entry accounting activities as necessary.
• Contribute to building strong internal and external client relationships through positive interactions.
• Perform all other related duties as assigned.

QUALIFICATIONS:

• Education: 
• A high school diploma or equivalent is required, with a degree in accounting, finance, or business preferred.

• Experience: 
• A minimum of 2 years of experience in payroll processing or a similar role is required.
• Proficiency with payroll software (e.g., ADP, Paychex, Paylocity) and knowledge of tax laws and payroll regulations is essential.
• An equivalent combination of education and experience may be accepted as a satisfactory substitute for the specific education and experience listed above.

• Certification/Licensure: Certification in payroll (e.g., Certified Payroll Professional – CPP) is highly desirable.
• Other: Ability to read, write, speak, and understand English is required.

PHYSICAL DEMANDS:

• While performing the duties of this job, the employee is regularly required to understand both written and verbal communication, type/work at a computer, and sit for up to 90% of the workday.
• Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT:

1. General office working conditions, the noise level in the work environment is usually quiet.

Comments:

• Must have a valid driver’s license with no limitations on driving availability.

SIGNATURE:

I have reviewed this job description and understand the duties, responsibilities and requirements of this position.

SIGNATURE

DATE

Employee:

All employees are required to satisfactorily perform the essential duties and responsibilities of their position. • The essential duties and responsibilities listed above are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required. • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.