Payroll Specialist

Payroll Specialist

The Payroll Specialist is responsible for managing and processing payroll for our clients, ensuring that payroll is accurate, compliant with all federal, state, and local laws, and delivered in a timely manner. The role requires a strong attention to detail, a thorough understanding of payroll systems, and the ability to work in a fast-paced, client-focused environment. The Payroll Specialist will collaborate closely with clients, the HR team, and other departments to support the seamless delivery of payroll services.

Key Responsibilities

1)     Client Communication and Support:

• Serve as the primary point of contact for payroll-related inquiries from clients and employees, addressing issues or questions promptly.
• Work closely with clients to gather and verify payroll data, including new hires, terminations, pay rate changes, and employee benefits.
• Communicate effectively with clients regarding payroll discrepancies, upcoming deadlines, or any necessary adjustments.
• Ability to be prompt, accurate, confidential and cordial in assisting employees and clients with payroll questions and problems.
• Assists clients and employees with questions or concerns about payroll.

2)     Payroll Processing:

• Process payroll for multiple clients on a bi-weekly, semi-monthly, or monthly basis, ensuring that all employee hours, wages, deductions, and benefits are accurate.
• Calculate gross wages, overtime, bonuses, commissions, and other forms of compensation based on client-specific guidelines.
• Maintain and update employee payroll records, including deductions for taxes, benefits, and other voluntary or involuntary deductions.
• Inputs payroll deductions, time sheets and payroll data and process payroll records for employees.
• Processes payroll based upon client’s established payroll schedule
• Maintains accurate and organized client payroll files.
• Reviews all payrolls for accuracy and completes post payroll internal processes

3)     Compliance and Regulations:

• Ensure payroll is compliant with federal, state, and local tax laws, including tax withholdings, deductions, and reporting.
• Stay updated on changes to tax laws, wage rates, and employment regulations to ensure accurate payroll processing.
• Submit necessary payroll taxes (federal, state, and local) to appropriate agencies and ensure timely filing of reports.
• Prepare and file year-end reports (W-2s, 1099s) and other payroll-related tax forms.

4)      Reporting and Record Keeping:

• Generate and provide clients with accurate and timely payroll reports, including labor distribution, tax reports, and custom reports.
• Maintain accurate and organized payroll records, both physical and electronic, ensuring confidentiality and compliance with data protection laws.
• Assist clients with auditing payroll data, including wage garnishments, tax filings, and benefit adjustments.

5)      System Maintenance and Updates:

• Input employee data, benefits information, and payroll changes into the payroll system.
• Help troubleshoot payroll system issues and suggest improvements to streamline payroll processes.
• Assist with the implementation of new payroll technologies and systems.

6)     Other Duties as Assigned:

• Assist in audits, internal controls, and other tasks as required by management.
• Help ensure continuous process improvement in payroll operations to enhance efficiency and accuracy.

7)     Reporting and Reconciliation

• Generates and verifies payroll reports for all clients. 
• Prepares reports of earnings, taxes and deductions.

8)     System and Employee Maintenance

• Calculates all garnishments in accordance with regulations for clients.
• Processes off-cycle checks, and termination pay checks.
• Completes applications in multiple states, tax ID’s, ensures proper set up and accurate state tax filings.

Required Position Qualifications

• High school diploma required. Associate or bachelor’s degree in accounting, Finance, Human Resources, or a related field is preferred.
• At least 2 years of experience in payroll processing, ideally within a PEO or similar environment.
• Experience with payroll software (e.g. Pro Software, UKG, ADP, or similar platforms) is highly preferred.
• In-depth understanding of federal, state, and local payroll tax laws and compliance requirements.
• Strong attention to detail and accuracy, particularly when managing large volumes of payroll data.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines.
• Strong communication skills, with the ability to work effectively with clients, employees, and internal teams.
• Ability to maintain confidentiality and handle sensitive employee information with discretion.
• Working knowledge of payroll processes and procedures. Advanced mathematical skills with the ability to compute, rate, ratio and percent.    
• Demonstrated critical thinking skills - using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.    
• Customer/client service driven with a proven track record of working well in a team environment with minimal supervision.
• Ability to be adaptable and flexible and being open to change.
• Demonstrated ability to maintain a professional demeanor in a setting with multiple interruptions.
• Effective verbal and written communication skills with an ability to work in an organized manner. 
• Proficiency in Word, Excel and Outlook.

Salary: $22+/hour, DOE

A Total HR Solution for Your Organization - PRO Resources is a Professional Employment Organization (PEO) established in 1991 and headquartered in Detroit Lakes, MN with offices in: Fargo, Grand Forks, Duluth, Minneapolis, and St. Cloud. We have over 400 Clients and service thousands of employees in 41 states across the US.