Payroll Specialist

CLOSING DATE: November 13, 2026
SALARY: $27.68 to $41.52 per hour
REPORTS TO: Chief Financial Officer
LOCATION: Hybrid/remote

Summary: The Payroll Specialist is responsible for the accurate and timely processing of payroll across multiple locations. This position ensures compliance with federal and company payroll regulations while maintaining the confidentiality of employee information. The Payroll Specialist serves as the primary payroll administrator and works closely with Human Resources, location managers and executive leadership.

Essential Duties and Responsibilities:
Payroll Administration
Process bi-weekly payroll
Review payroll transactions including:
o New hires
o Terminations
o Wage changes
o Promotions
o Retroactive adjustments
o Garnishments
o Tax withholding changes
Validate timecards and resolve discrepancies with department managers.
Calculate overtime, shift differentials, bonuses, and other earnings.
Ensure payroll deadlines are consistently met.

Compliance
Maintain compliance with:
o Federal labor laws
o IRS regulations
o Tribal employment regulations (where applicable)
o Paid Sick Leave
Process payroll tax reporting.
Maintain payroll records in accordance with record retention requirements.
Coordinate annual W-2 processing.

Benefits & Deductions
Process benefit deductions.
Administer garnishments, child support orders, and tax levies.
Reconcile benefit deductions with insurance invoices.
Maintain retirement plan deductions and reporting.

Accounting Responsibilities
Prepare payroll journal entries.
Reconcile payroll-related balance sheet accounts.
Assist with month-end and year-end close.
Support annual financial audits.

Employee Support
Respond to employee payroll inquiries.
Explain pay calculations and deductions.
Maintain confidentiality of payroll information.

Systems Administration
Maintain payroll software.
Assist with payroll system upgrades and testing.
Recommend process improvements and automation opportunities.

Qualifications

Minimum Qualifications:
Education

- Associate degree in Accounting, Business Administration, Human Resources, or related field.

- Bachelor's Degree preferred.

Experience:
Minimum 3 years of full-cycle payroll processing.
Experience processing payroll for 200+ employees preferred.
Experience with:
Payroll software
Timekeeping systems
Microsoft Excel

Preferred experience with:
Multi-location payroll
Tribal organizations
Retail or fuel industry
Union payroll (if applicable)

Knowledge, Skills & Abilities:
Strong knowledge of payroll laws and regulations.
Excellent attention to detail.
High level of confidentiality.
Strong mathematical aptitude.
Advanced Excel skills.
Ability to analyze payroll reports.
Excellent customer service skills.
Ability to meet strict deadlines.
Strong organizational skills.

Preferred Certifications:
Fundamental Payroll Certification (FPC)
Certified Payroll Professional (CPP)

Physical Requirements:
Prolonged periods of sitting and working at a computer. Ability to present and facilitate training sessions in person and virtually. Occasional travel to worksites or other company locations may be required.

Working Conditions:
Office environment with occasional work in operational settings, depending on company structure. Standard business hours with occasional flexibility for training schedules.

These requirements need to be met to represent knowledge, skill and/or ability to perform job functions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.