Payroll and Human Resources Specialist

Description

Position Purpose

We are seeking a detail-oriented Payroll & HR Specialist with strong experience in full-cycle payroll processing and multi-state payroll tax compliance. This role is responsible for ensuring accurate and timely payroll processing using Paylocity, maintaining compliance with federal, state, and local regulations, and supporting payroll-related audits and reporting.

In addition to payroll administration, this role ensures accurate employee data management while supporting compensation, compliance, and other HR-related functions. The ideal candidate demonstrates strong attention to detail, accuracy, and a commitment to providing a positive team member experience.

The Payroll & HR Specialist will collaborate closely with HR and Finance teams to ensure payroll accuracy, resolve issues, and support continuous process improvement.

Essential Job Functions

The incumbent must be able to perform all the following duties and responsibilities with or without reasonable accommodation.

Payroll Administration & Processing

• Processes accurate and timely bi-weekly payroll for salaried, hourly, commissioned, and other eligible team members.
• Reviews payroll data prior to each payroll submission to identify and resolve errors, inconsistencies, missing information, and unusual transactions.
• Enters, maintains, and audits payroll information, including hourly rates, salaries, commissions, bonuses, incentives, time worked, paid time off, holidays, deductions, tax withholdings, garnishments, and other compensation-related information.
• Reviews timekeeping and payroll audit reports to ensure accuracy and compliance with company policies and applicable laws.
• Partners with Store Managers and other leaders to resolve timekeeping issues and improve payroll accuracy.
• Monitors payroll processes and identifies opportunities to reduce errors, improve efficiency, and strengthen internal controls.
• Processes team member status and compensation changes, including promotions, transfers, pay changes, leaves of absence, terminations, and other employment changes.
• Processes and maintains wage garnishments, child support orders, tax levies, and other required payroll deductions.
• Responds to team member questions regarding payroll, deductions, pay rates, timekeeping, PTO, taxes, and other payroll-related matters.
• Prepares payroll-related reports and analysis for HR, Finance, and business leaders.
• Partners with Finance and Accounting to reconcile payroll and ensure payroll-related transactions are accurately recorded.

Paylocity & HRIS Administration

• Maintains accurate Paylocity system configuration and setup, including security permissions, workflows, time-off policies, holiday programs, pay codes, organizational structures, and other system settings.
• Maintains accurate team member records and ensures employment changes are entered into Paylocity timely and accurately.
• Conducts regular audits of Paylocity and payroll data to identify discrepancies and maintain data integrity.
• Develops and maintains system processes, reports, and controls that support payroll and HR data accuracy.
• Assists with system testing, upgrades, implementations, and process improvements.
• Provides training and support to managers on Paylocity, timekeeping, payroll processes, and related HR procedures.

HR Administration & Team Member Support

• Supports day-to-day HR administration and provides timely, professional support to team members and leaders.
• Assists with onboarding and offboarding processes, including completion of required documentation, system setup, employment changes, and termination processing.
• Maintains accurate and confidential personnel records and ensures required documentation is complete and appropriately maintained.
• Assists with employment verifications, new hire reporting, personnel changes, and other employment-related administrative requirements.
• Supports HR with tracking and administration of leaves of absence, accommodations, and other team member status changes.
• Assists with benefits administration by processing team member changes and ensuring information is accurately reflected in Paylocity.
• Supports the administration of company policies and HR programs by responding to routine questions and escalating complex matters to HR leadership as appropriate.
• Provides managers with guidance and support related to payroll, timekeeping, Paylocity processes, and routine HR procedures.
• Partners with Store Managers, District Managers, Finance, IT, Benefits, and other teams to resolve payroll and HR-related issues.
• Communicates payroll and HR processes clearly and professionally while maintaining confidentiality and appropriate discretion.
• Assists with HR projects, audits, team member communications, and other initiatives as assigned.

Compliance & Regulatory Administration

• Monitors and maintains awareness of applicable federal, state, and local payroll and employment requirements, including minimum wage, wage and hour, payroll tax, paid leave, and other applicable regulations.
• Coordinates responses to state and federal agency notices, including unemployment claims, wage-related inquiries, employment verifications, and other employment matters.
• Assists with state registrations and the maintenance of federal, state, local, and unemployment tax accounts as required.
• Monitors and coordinates federal, state, and local payroll tax filings and deposits and partners with applicable vendors to support timely and accurate compliance.
• Maintains required payroll and employment records in accordance with company policy and applicable legal requirements.
• Facilitates internal and external audits by gathering, reviewing, and providing payroll and HR records and documentation.
• Identifies potential compliance issues and escalates concerns to HR leadership or other appropriate partners.

Reporting, Data & Process Improvement

• Analyzes payroll and HR data to identify trends, errors, process gaps, and opportunities for improvement.
• Develops and maintains payroll and HR processes, procedures, checklists, and supporting documentation.
• Identifies opportunities to automate manual processes and improve the accuracy, efficiency, and scalability of payroll and HR operations.
• Maintains standard operating procedures and other documentation for critical payroll and HR processes.
• Supports continuous improvement initiatives related to payroll, HR systems, reporting, data integrity, and operational processes.

Other Responsibilities

• Maintains strict confidentiality of payroll, compensation, personnel, and other sensitive information.
• Demonstrates a commitment to accuracy, customer service, continuous improvement, and compliance.
• Participates in special projects and other HR initiatives as assigned.
• Performs other duties and responsibilities as assigned.

Competencies

To perform the job successfully, an individual must demonstrate the following competencies.

• Action Oriented?: Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
• Drives Results?: Consistently achieving results, even under tough circumstances.
• Resourcefulness?: Securing and deploying resources effectively and efficiently.
• Communicates Effectively?: Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
• Values Differences?: Recognizing the value that different perspectives and cultures bring to an organization.
• Collaborates?: Building partnerships and working collaboratively with others to meet shared objectives.

Requirements

Qualifications

• 4+ years of experience processing high-volume payroll on bi-weekly payroll cycles with strong attention to detail, including updating taxation and minimum wage requirements, as well as responding to state inquiries regarding unemployment and employment verifications.
• Associate degree in business, finance, accounting, or related field preferred.
• Certified Payroll Professional (CPP) certification preferred.
• Payroll experience in the retail/services sector preferred.
• Proficient with Paylocity systems.
• Advanced Microsoft Excel skills.
• Proficiency in Microsoft Office and project management tools (e.g., SharePoint, Asana, etc.).
• Strong analytical skills and the ability to compile, analyze, and leverage data to identify trends, issues, and opportunities for improvement.
• Ability to solve practical problems and deal with situations where only limited standardization exists.
• Excellent oral, written, and presentation skills, with prior experience working with upper management.
• Located in the Minneapolis/St. Paul area.

Physical Demands

• Must be able to work around pet hair and dander.

Nature of Supervision

• This position does not have any direct reports.

Work Environment

• Operates in a standard office environment. The majority of job duties are performed while seated indoors with little or no exposure to hazards.

Program and Benefits

Full-time team members enjoy the following:

Programs and benefit eligibility will vary based on average hours worked and length of service.

• Paid bi-weekly on a W2 basis
• Medical, dental, and vision insurance
• Health Savings Account (HSA)/ Flexible Spending Account (FSA) – medical and dependent care
• $25K life insurance policy (employer paid)
• Short and Long-term disability (employer paid)
• Greatly discounted, employer-subsidized pet insurance
• PTO (paid time off) – 2 weeks in first year, 3 weeks in second year
• Paid Parental Leave – 4 or 12 weeks of paid parental leave after 1 year of service, 1560+ hours worked.  
• Paw-Ternity – paid Pet Adoption bonding time  
• 401(k) Program – employer match at a rate of 0.25% for each 1% contribution, up to 6%. Must be 21 or older.  
• Employee Assistance Program/ 24X7 – completely confidential
• 25% employee discount on goods & services
• Team Member Feeder Program - eligible for two units (bags or cases of cans) of the participating vendors product/s each month

 $60,000-$70,000 Annually DOE/DOQ 

IPP is an equal opportunity employer. In accordance with applicable law, we prohibit discrimination against any applicant or team member based on any legally recognized basis, including but not limited to: race, color, national origin or ancestry, religion, sex (including pregnancy, lactation, childbirth or related medical conditions)  gender identity or expression, physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed servicemember status, sexual orientation, age (40 or over), or any other status protected by federal, state, or local law.