ABOUT US

At Agile People and Payroll, LLC, we value diversity and inclusivity as strengths that make our teams successful, and we are passionate about helping our employees reach their full potential. As a Payroll Specialist, we want you to feel that your employment with us will be meaningful, mutually beneficial, and enjoyable.

POSITION SUMMARY

The Payroll Specialist supports the accurate, timely, and compliant processing of payroll for a multi-state, multi entity private organization. This hands-on role is responsible for preparing weekly payroll batches, maintaining payroll and timekeeping data, and supporting payroll audits and reporting. The Payroll Specialist also supports the Director of Payroll in preparing the payroll function for future growth, including potential external client payroll services. This role works closely with the Director of Payroll, HR, and Accounting to maintain payroll accuracy, confidentiality, and consistency as the organization continues to grow.

ROLE RESPONSIBILITIES

Timekeeping Administration:

• Review weekly timesheets for accuracy and completeness, ensuring all required approvals are obtained
• prior to payroll deadlines.
• Confirm proper holiday pay and schedules are reflected on employee timesheets.
• Follow up with supervisors on missing or incomplete timesheets prior to approval deadlines.
• Communicate timesheet approval deadlines to supervisors, including holiday schedules.
• Review and validate timesheet change requests.
• Close pay periods and run weekly timekeeping reports

Payroll Processing Support:

• Maintain the Payroll Changes report, including new hires, terminations, and changes in pay or deductions.
• Prepare weekly payroll batches and assist with processing weekly and off-cycle payrolls.
• Prepare reimbursement, bonus, and incentive upload files.
• Enter payroll data accurately, including earnings, deductions, taxes, and garnishments.
• Confirm appropriate timing of 401(k) deductions and contributions.
• Download and review pre-process payroll reports prior to payroll submission.
• Download and archive processed payroll reports and 401(k) reports.
• Assist the Director of Payroll with weekly payroll forecasting by documenting upcoming payroll changes.
• Save and maintain all supporting documentation related to payroll and personnel changes.
• Serve as backup to the Director of Payroll for payroll processing, as needed

Administration, Employee Support & Reporting:

• Assist employees with payroll-related inquiries, including direct deposit changes, W-4 updates, earnings and deductions, timekeeping, and PTO balances.
• Assist in resolving payroll discrepancies and corrections.
• Support onboarding and offboarding payroll activities.
• Ensure payroll correspondence and documentation are properly maintained.
• Run standard payroll, audit, and reconciliation reports as requested.
• Assist with payroll reconciliations and documentation for Accounting.

Compliance, Systems & Growth Support:

• Follow established payroll policies, procedures, and internal controls.
• Maintain confidentiality and data integrity across all payroll and HRIS systems.
• Review personnel change documentation received from HR and communicate questions or issues in a timely manner.
• Assist with employee and payroll changes within the payroll platform, as directed by the Director of Payroll.
• Assist with payroll tax filings, year-end processing, and related reporting.
• Complete required company and payroll training in a timely manner.
• Attend Paylocity webinars and system training to stay current on enhancements and updates.
• Support system testing, updates, and process improvement initiatives

Multi-Entity & External Payroll Services Support:

• Assist the Director of Payroll in administering payroll services for external clients, when applicable
• Assist in preparing payroll reports for internal and external stakeholders.
• Support consistent payroll practices across multiple entities and clients.

Process Improvement & Cross-Functional Support:

• Support HR and Accounting teams with payroll procedures and best practices.
• Assist with maintaining payroll process documentation and training materials.
• Identify opportunities to improve payroll accuracy, efficiency, and workflow consistency

PREFERRED QUALIFICATIONS

Technical Skills:

• Experience with payroll and HRIS systems (Paylocity preferred; ADP, Paycom, or similar)
• Proficiency in Microsoft Office; basic to intermediate Excel skills.

Soft Skills:

• Strong attention to detail, accuracy and organization.
• Clear communication and strong interpersonal skills.
• Ability to manage multiple priorities and meet deadlines
• High level of integrity and discretion in handling confidential information.
• Dependable, organized, and comfortable working in a fast-paced, growing environment.
• Willingness to learn and grow within the payroll function

Certifications:

• Fundamental Payroll Certification (FPC) or interest in payroll certification preferred.

MINIMUM REQUIRED QUALIFICATIONS:

• 2+ years of payroll experience
• Experience supporting weekly payroll cycles
• Basic understanding of payroll concepts and compliance
• High school diploma or equivalent required

WHAT WE OFFER

• Competitive Compensation and Bonus Program
• Full Benefits (Medical, Dental, Vision, Disability, Life)
• Paid Time Off
• Referral Program
• 401k

NOTE

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

Agile People and Payroll LLC provides equal employment opportunities to all applicants, without regard to unlawful considerations of or discrimination against race, religion, creed, color, nationality, sex, sexual orientation, gender identity, age, ancestry, physical or mental disability, medical condition or characteristics, marital status, or any other classification prohibited by applicable local, state, or federal laws. Agile People and Payroll LLC may obtain a ‘consumer report’ about you from a consumer reporting agency for employment purposes. A ‘consumer report’ is a background screening report that may contain information regarding your criminal history, driving history, and information about you.

Job Type: Full-time

Schedule: Monday – Friday

Compensation package:

Base Pay: $50,000.00 – $65,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location:

In office