Payroll Specialist

Description

JOB SUMMARY:

The Payroll Specialist is responsible for accurately and efficiently processing payroll for employees across multiple states while ensuring compliance with federal, state, and local wage laws. This position is responsible for the full-cycle payroll, certified payroll reporting, employee payroll inquiries, payroll-related reconciliation, and supporting audits.

ESSENTIAL FUNCTIONS:

• Process biweekly and weekly payroll accurately and timely for employees across multiple states.
• Review and validate employee timekeeping, earnings, deductions, garnishments, benefits, and other payroll-related changes.
• Ensure compliance with federal, state, and local payroll laws, tax requirements, wage and hour regulations, and applicable company policies.
• Prepare and submit certified payroll reports on a weekly basis.
• Maintain documentation supporting wages, classifications, and project assignments.
• Research and resolve payroll discrepancies, employee inquiries, and complex payroll issues in a timely manner.
• Calculate and process adjustments, retroactive pay, bonuses, commissions, reimbursements, and other special payments.
• Coordinate with Human Resources and Finance to ensure accurate and complete payroll information.
• Review payroll registers and reports for accuracy prior to payroll submission.
• Monitor multi-state payroll requirements, including state and local tax withholding, paid leave requirements, and other applicable regulations.
• Assist with payroll reconciliations, audits, and year-end reporting.
• Maintain confidential employee payroll information and ensure payroll records are accurate, complete, and properly maintained.
• Upload and verify 401(k) and non-qualified deferred compensation contribution files to the plan provider’s website, ensuring accurate contribution amounts and timely submission in accordance with the plan requirements.
• Maintain and reconcile employee benefit information between the payroll system and benefits provider’s website, ensuring accurate enrollments, deductions, changes, and terminations, and promptly resolving discrepancies.
• Assist with internal and external payroll audits and provide supporting documentation as needed.
• Ensure compliance with applicable state prevailing wage requirements.
• Coordinate with project managers to verify job code allocations.
• Respond to employee payroll inquiries in a timely and professional manner.

Other Duties:

• Support Human Resources with onboarding new employees in the HRIS system, ensuring accurate and timely entry of employee information, tax withholding elections, direct deposit details, compensation, benefits, and other required payroll-related data.
• Assist on special projects.
• Work as a “team-player” with employees and co-workers in a respectful and supportive manner.
• Work in a constant state of alertness and in a safe manner.
• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

This job has no supervisory responsibilities.

Requirements

KNOWLEDGE, SKILLS, & ABILITIES:

• Knowledge of federal, state, and local payroll laws, regulations, and tax requirements.
• Knowledge of multi-state payroll processing and state specific withholding and reporting requirements.
• Knowledge of certified payroll and prevailing wage requirements.
• Knowledge of payroll practices, including wages, deductions, garnishments, benefits, and leave.
• Knowledge of 401(k) contributions, benefit deductions, and payroll-related benefit administration.
• Knowledge of HRIS, payroll, and timekeeping systems.
• Knowledge of payroll reconciliation, reporting, and year-end processes.
• Strong attention to detail and accuracy in processing payroll and maintaining employee records.
• Strong analytical and problem-solving skills with the ability to research and resolve payroll discrepancies.
• Proficiency in Microsoft Excel and payroll/HRIS systems.
• Strong organizational and time management skills with the ability to meet strict payroll deadlines.
• Effective written and verbal communication skills.
• Ability to maintain confidentiality when handling sensitive employee and payroll information.
• Strong customer service skills when responding to employee, HR, and management inquiries.
• Ability to accurately process payroll for employees across multiple states.
• Ability to prepare, review, and submit certified payroll reports and supporting documentation.
• Ability to interpret and apply payroll laws, regulations, policies, and procedures.
• Ability to reconcile payroll, benefit deductions, 401(k) contributions, and related accounts or reports.
• Ability to identify errors, investigate discrepancies, and implement appropriate corrections.
• Ability to actively listen and aid internal and external customers as needed. 
• Ability to learn and adapt to changes in payroll regulations, systems, and processes.
• Ability to foster a cooperative work environment.
• Ability to gather data, compile information, and prepare reports.
• Ability to meet strict deadlines
• Ability to work in an Alaska Native Corporation multi-company environment.

QUALIFICATIONS:

• Associate degree in Accounting, Finance, Human Resources, Business Administration, or a related field preferred; equivalent combination of education and experience may be considered.
• Three years of payroll processing experience, preferably in a multi-state payroll environment.
• Experience with certified payroll and prevailing wage requirements preferred.
• Experience working with HRIS and payroll systems.
• Working knowledge of federal, state, and local payroll regulations.
• Strong proficiency in Microsoft Excel and ability to work with payroll reports and data.

WORKING CONDITIONS:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Much of the work is performed in a fast-paced professional office setting. requiring a high degree of efficient and effective performance. The employee must exercise flexibility regarding last-minute requests for project support and varied workloads. At times, there may be a need for occasional weekend and/or evening work to meet deadlines. 

PREFERENCE STATEMENT:

Preference will be given to Sitnasuak Shareholders and their descendants and spouses, and to Shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g) and Title 42 U.S. Code 2003-2(i).

Additionally, the Company's policy is to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status. When applicable, the Company’s policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits.