Operations Specialist

The Payroll Operations Specialist is responsible for ensuring the accurate and timely processing of payroll for all employees. This position manages payroll transactions, maintains employee payroll records, ensures compliance with federal and state regulations, reconciles payroll accounts, and provides support to employees regarding payroll-related inquiries. The specialist works closely with Human Resources, Finance, and department leaders to maintain payroll integrity and confidentiality.

Essential Duties and Responsibilities

• Process bi-weekly, semi-monthly, or monthly payroll for all employees.
• Review and verify timesheets, attendance records, PTO balances, and payroll adjustments.
• Audit payroll data to ensure accuracy and completeness before payroll submission.
• Process personnel changes including new hires, terminations, wage changes, transfers, and benefit deductions.
• Administer garnishments, child support orders, tax levies, and other payroll deductions.
• Maintain payroll records and employee earnings histories.
• Reconcile payroll registers, benefit deductions, and payroll-related general ledger accounts.
• Prepare and distribute payroll reports to management and leadership teams.
• Ensure compliance with federal, state, and local payroll regulations.
• Coordinate year-end processing, including W-2 preparation and distribution.
• Assist with audits, payroll tax filings, and reporting requirements.
• Respond to employee inquiries regarding pay, deductions, benefits, and payroll policies.
• Work collaboratively with Human Resources to ensure employee data is accurate and current.
• Identify opportunities to improve payroll processes, controls, and efficiencies.
• Maintain strict confidentiality of employee compensation and payroll information.

Knowledge, Skills, and Abilities

• Strong knowledge of payroll principles and payroll tax regulations.
• Experience with payroll systems such as UKG Ready, ADP, Paycom, Paylocity, Workday, or similar platforms.
• Understanding of wage and hour laws, FLSA requirements, and payroll compliance.
• Strong analytical and reconciliation skills.
• Advanced proficiency in Microsoft Excel.
• Excellent attention to detail and accuracy.
• Strong organizational and time management skills.
• Ability to handle sensitive and confidential information.
• Effective written and verbal communication skills.
• Ability to prioritize tasks and meet strict payroll deadlines.

Education and Experience

Required:

• Associate degree in Accounting, Finance, Human Resources, Business Administration, or related field; equivalent experience may be substituted.
• Minimum of 2 years of payroll processing experience.
• Experience with payroll software and timekeeping systems.

Preferred:

• Bachelor's degree in Accounting, Finance, Human Resources, or related field.
• Certified Payroll Professional (CPP) designation.
• Experience with multi-state payroll processing.
• Experience in nonprofit, healthcare, or human services organizations.

Physical Requirements

• Prolonged periods of sitting and computer work.
• Ability to occasionally lift up to 15 pounds.
• Ability to communicate effectively in person, by phone, and electronically.

Work Environment

This position operates in a professional office environment and may include occasional remote work opportunities based on organizational policy.

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