Job Description

Job Description

Payroll Specialist I

Job Summary

The Payroll Specialist I plays a key role in supporting the Payroll and HR functions by assisting with payroll processing, report creation, and data entry within the Time and Attendance/Payroll systems. This position also collaborates with the accounting team on General Ledger (GL) coding, cost center updates, audit support, mileage reimbursement, and other administrative tasks as assigned. The ideal candidate is detail oriented, highly organized, and comfortable working in a fast paced, multisite environment.

Duties and Responsibilities

Payroll Support

• Collaborate with the Payroll Supervisor and Payroll Specialist II to ensure timely and accurate wage payments.
• Serve as backup for the Payroll Specialist II during absences.
• Audit timesheets, identify discrepancies, and work with field staff to resolve issues related to hours worked or wage payments.
• Assist with processing salary adjustments, wage garnishments, and manual checks.
• Support HR Specialists with Leave of Absence compensation processing.
• Prepare and distribute payroll reports as needed.

Onboarding, Employee Changes, and Separations

• Partner with the Payroll Specialist II to enter new hire information and set up employee timesheets.
• Assist with processing status changes, salary increases, bonuses, and other updates within the payroll system.
• Support the termination process, including updating the Time and Attendance/Payroll system and mailing termination materials when required.

Time & Attendance / Payroll System Management

• Help maintain and update the Time and Attendance/Payroll systems.
• Assist the Payroll Supervisor with agency-wide reporting needs.
• Respond to report requests from accounting and field leadership.

GL Coding, Cost Center Work & Mileage Reimbursement

• Work with Accounting to maintain accurate GL and cost center coding for payroll systems.
• Manage mileage reimbursement processes, including uploading employee data and cost center ranges.
• Coordinate yearend updates to GL codes and cost centers across payroll and mileage systems.
• Assist Recruitment and Onboarding teams with adding cost center and GL code templates (including WCC and EEOC codes) into the applicant tracking/onboarding systems.
• Create the annual mileage reimbursement calendar aligned with the payroll schedule.

Administrative

• Complete special projects or tasks as assigned.
• Assist the Payroll Supervisor with organizational reporting needs.
• Respond to report requests from accounting and field staff.

Qualifications

Minimum Requirements

• Bachelor’s degree in accounting, finance, business, or equivalent accounting experience.
• 2–3 years of payroll experience in a professional environment.
• Strong proficiency with Microsoft Office; advanced Excel skills (pivot tables, Vlookups) required.
• Experience using HRIS and payroll systems.
• Ability to work effectively with staff at all levels while maintaining confidentiality.
• Exceptional attention to detail, strong organizational skills, and the ability to manage multiple priorities.
• Flexible and adaptable in response to changing needs or deadlines.
• Must meet all state-required conditions for employment in a licensed community care setting (e.g., fingerprint clearance, Child Abuse Index clearance, TB/health screening, valid driver’s license, and clean driving record).

Preferred Qualifications

• Experience working in a nonprofit, social services, or mission driven environment.
• Background supporting payroll functions across multiple sites or locations.

Physical Demands & Work Environment

• Work environment is typically quiet and remains within OSHA safety guidelines.
• Must be able to use a computer and office equipment for extended periods (up to 40 hours per week).
• Must be able to lift or carry up to 10 lbs, retrieve files from shelves, and operate basic office tools and controls.
• Must be able to safely operate a vehicle for occasional work-related tasks.

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