Payroll Specialist

Published: 6/14/2022

Job Description

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.