The Role
Processes scheduled and off-cycle payrolls, enters employee and payroll changes, validates payroll data, calculates payroll, and performs control reviews. Responds to client inquiries, manages an assigned book of business, resolves discrepancies, maintains confidentiality, and collaborates with HR, Finance, Operations, and Payroll Supervisors on compliance and special projects.
Summary Generated by Built In
• Position: Payroll Specialist
• Position Summary: The Payroll Specialist helps support our payroll function for our growing client base and is responsible for all payroll-related processing activities.
• Essential Duties and Responsibilities:
• Provide day-to-day payroll processing support for scheduled and off-cycle payrolls.
• Import or manually enter payroll changes (hours, employee updates, earnings, deductions, tax overrides, etc.).
• Calculate payroll and confirm accurate entry of client-provided payroll data by generating control totals for import files and performing manual reviews.
• Respond timely and accurately to client inquiries via email, case management, and phone.
• Partner with Payroll Supervisors on special projects to support clients.
• Manage and support an assigned book of business.
• Marginal Functions:
• Build, maintain, and promote relationships with team members, peers across disciplines, and other company staff to ensure effective coordination of communications and client services.
• Attend webinars and training to stay current on company and departmental best practices.
• Complete projects and other duties as assigned by the supervisor.
• Knowledge, Skills, and Abilities:
• Demonstrates effective time management, accurate recordkeeping, and completion of payroll tasks per schedules and compliance requirements.
• Ability to multi-task while maintaining high accuracy and attention to detail.
• Strong verbal and written communication skills with the ability to collaborate across teams and interact professionally at all levels.
• Intermediate to advanced proficiency in Microsoft Office (Excel formulas, pivot tables, data validation) and Outlook (email management, scheduling).
• Uses analytical thinking to troubleshoot payroll issues, interpret data, and determine solutions quickly and confidently.
• Exercises good judgment when evaluating situations, identifying problems, and determining courses of action.
• Proven ability to partner with HR, Finance, and Operations to resolve payroll-related issues and ensure compliant processing.
• Education & Experience:
• High school diploma or equivalent; relevant non-traditional degree programs, certifications, or job training programs are acceptable.
• Minimum of one year of customer service experience.
• Payroll experience preferred but not required.
• Proficiency with Microsoft Office (Outlook, Teams, Excel, Word, PowerPoint) and ability to learn other applications as needed.
• Physical Demands:
• Sedentary work: remains seated for extended periods at a desk or computer.
• Manual dexterity: frequent use of hands and fingers to operate keyboard, mouse, printer, mail machines, and other office equipment.
• Mobility: occasionally moves about the office for meetings, file retrieval, or collaboration.
• Visual acuity: frequently reads detailed numerical data, spreadsheets, and system interfaces on screens and in print.
• Lifting & carrying: occasional lifting/carrying of office supplies (typically less than 15 lbs.).
• Mental Demands:
• Attention to detail: review, verify, and enter payroll hours, deductions, earnings, and tax adjustments with precision.
• Problem-solving: interpret payroll data, identify discrepancies, calculate adjustments, and determine corrective actions.
• Multitasking and task prioritization: manage multiple tasks and an assigned book of business under tight deadlines.
• Adaptability: adjust to changing client requirements, system updates, or unexpected payroll issues.
• Confidentiality and discretion: handle sensitive employee information, compensation data, and tax details in compliance with privacy and security standards.
• Concentration: maintain focus during repetitive or detailed tasks (manual data entry, auditing, reconciliation).
• Stress management: handle stressful situations calmly and effectively when addressing client concerns.
• Communication Demands:
• Interpersonal skills: build relationships and communicate effectively with employees, managers, clients, and vendors; maintain positive, professional client relationships.
• Cultural sensitivity: communicate respectfully with individuals from diverse cultural backgrounds.
• Conflict resolution: handle escalations and client frustrations with patience, clarity, and solutions orientation.
• Active listening: gather necessary information from clients to resolve payroll discrepancies or understand requested changes.
• Written communication: draft accurate, timely responses via email and case systems; document issues and resolutions clearly.
• Verbal communication: respond to client inquiries by phone, explain payroll processes, and provide guidance on payroll questions.
• Environmental Conditions:
• Works in a professional, climate-controlled office with consistent lighting, temperature, and noise levels.
• Computer-intensive role requiring extended sitting, frequent monitor use, and sustained visual focus while reviewing detailed payroll data.
• Regular interaction with clients and internal teams via email, phone, and virtual platforms; handles confidential employee information per privacy and security standards.
• Disclaimer:
• This job description does not list all duties; employees may be required to follow other job-related instructions and perform other duties as requested by management.
• Management may add, revise, or delete information in this job description.
• Reasonable accommodation will be made to enable qualified individuals with disabilities to perform essential functions.
• This document does not create an employment contract. Employment remains at-will.
• Benefits:
• Health Insurance: medical, dental, and vision coverage.
• Retirement Plan: 401(k) with company match.
• Paid Time Off: PTO, holidays, parental leave, and sick leave as required by applicable state law.
• Other Benefits: life insurance, short-term disability, long-term disability, employee assistance program (EAP), flexible spending account (FSA), health savings account (HSA), identity theft protection, critical illness, accident, cancer, hospital protection, legal and pet insurance.
• Additional Compensation: [e.g., signing bonus, commission structure] if applicable.
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Skills Required
- High school diploma or equivalent
- Minimum of one year of customer service experience
- Proficiency with Microsoft Office, including Outlook, Teams, Excel, Word, and PowerPoint
- Ability to learn other applications as needed
- Payroll experience
- Intermediate to advanced Excel proficiency, including formulas, pivot tables, and data validation
- Strong verbal and written communication skills
- Time management, accurate recordkeeping, multitasking, and attention to detail
- Ability to troubleshoot payroll issues, interpret data, and determine solutions
- Ability to collaborate with HR, Finance, and Operations
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The Company
What We Do
Distro is an AI-powered platform designed to enhance the efficiency and productivity of distributor sales teams. By automating manual recruiting and sales tasks, the company helps teams move faster, reduce costs, and improve hiring outcomes. Their technology focuses on optimizing counter and inside sales operations, providing tools that assist recruitment and sales processes while maintaining human oversight in final decision-making.
