Payroll Specialist

Job Description:

Summary:

The Payroll Specialist is responsible for the accurate and timely processing of payroll for employees in compliance with federal, state, and local regulations. This role ensures payroll data integrity, resolves discrepancies, supports audits, and partners closely with HR, Finance, and employees to address payroll‑related inquiries.

This is a hybrid job based out of our Minnetonka, MN Corporate office.

Essential Duties and Responsibilities:

• Process regular, bi‑weekly, special, and off‑cycle payrolls accurately and on time for salaried, hourly, bonus, and commission-based employees (500–1,000 employees within a 5,000+ population).
• Audit and validate payroll data including timecards, new hires, terminations, pay changes, leave activity, benefits deductions, and retroactive adjustments.
• Conduct regular payroll audits, reconcile payroll registers, UKG reports, manual checks, bank and treasury logs, and general ledger entries.
• Maintain and manage payroll records (earnings, deductions, taxes, garnishments, benefits, and timekeeping data).
• Responsible for timely and accurately processing off cycle and manual checks, as required
• Evaluate and manage Workday Time Tracking and Absence, monitor Workday Inbox transactions, and update payroll systems (UKG/HWSE) as needed.
• Upload and manage time files, commission schedules, and payroll inputs into UKG.
• Prepare and distribute payroll reports, statements of payment, and associate reports.
• Administer wage garnishments, levies, child support orders, and ensure legal compliance.
• Process and reconcile benefits-related payroll activity, including leave of absence pay and retroactive benefits deductions.
• Ensure compliance with federal, state, and local wage/hour laws, tax regulations, and company policies.
• Coordinate payroll tax filings, year-end processing (W‑2s), and responses to tax notices.
• Collaborate with HR, Benefits, and Finance/Accounting on payroll, employee data, and reconciliation matters.
• Respond to employee payroll inquiries professionally, confidentially, and timely.
• Support internal and external audits by providing accurate payroll documentation and reports.
• Identify and support process improvements and payroll system enhancements.
• Cross-train with payroll team members and provide support during urgent or unexpected situations.
• Seek clarification when directives and/or expectations are unclear.
• Complies with Company policies, procedures, regulatory requirements and completes mandatory company compliance training by prescribed deadlines.
• At a minimum, the ability to work your scheduled work hours, Monday through Friday.
• Ability to work overtime as requested by management.
• Dependable, reliable and punctual attendance is required, which may include in-office attendance or attendance at company, industry or other events that occur outside regular business hours.
• Ability to accept supervision and direction, as well as constructive feedback.
• Ability to collaborate and interact effectively and professionally with all levels of management, employees and customers by email, phone, video conferences and in person.
• Demonstrates courtesy, flexibility, professionalism and is proactive and responsive to supervisor/manager, co-workers and customer needs and expectations.
• Other duties that may be assigned.

Knowledge and Skills Required:

• Basic computer skills including proficiency in Microsoft Office Suite and Outlook.
• Ability to work in fast paced environment while successfully performing under extreme time constraints and meets prescribed deadlines.
• Strong attention to detail with excellent organizational skills, with ability to prioritize and handle multiple tasks and projects.
• Ability to act independently with sound judgment and take initiative.
• Written and verbal communications are clear, grammatically correct and business appropriate.
• Actively listens and is mindful of the role body language, gestures and other nonverbal actions can play in communication.

Communication and Interpersonal Skills:

• Excellent professional written, verbal, listening and communication skills.
• Must be a personable, positive, and professional representative of the company.
• Ability to foster, develop and maintain professional and collaborative working relationships. Must be able to get along with others, i.e., peers, employees, supervisors, outside customers, and vendors. Lead by positive example.

Physical/Mental Demands:

• The ability to work with confidential information.
• The ability to perform under pressure and be flexible with disruptions throughout the workday is required.
• Repetitive and continual keyboard activity and interaction with display monitors is required.
• Local/daily travel by automobile and overnight business travel by air and/or automobile, may be required.

Sedentary work:  The majority of activity in this position involves sedentary work including sitting, standing, twisting, walking and the occasional need to lift or move objects.

In addition to the essential functions listed above, it is expected that all employees model the Company’s commitment to a respectful, diverse, inclusive, and collaborative work environment at all times. Employees are expected to provide excellent customer service and consistently demonstrate a commitment to the Company’s policies and procedures, including but not limited to, reliable attendance, confidentiality, conflict of interest, and ethical responsibilities. This document reflects the essential functions and most significant duties and responsibilities of the job and is not intended to be nor shall it be construed as an all-inclusive list of all the job duties and work requirements for the position.

My acknowledgment of this job description indicates that I have reviewed and discussed this job description with my supervisor and confirms that I understand the essential functions, duties and responsibilities of the position. I understand that this is a non-exempt position, and as a non-exempt employee, I am eligible for overtime pay, in accordance with Company policy and applicable federal and state law. I understand that the job description is not intended to be a comprehensive list of the duties and responsibilities of the position, and the Company reserves the right to add or change the duties of this position at any time, with or without notice, and that this in no way alters the at-will employment relationship.

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The estimated pay range stated represents the typical pay range for this position or similarly employed employees or employees performing substantially similar work. Factors which may be used to determine the actual pay rate may include, but are not limited to, education, training or experience; seniority; merit and work performance; quantity or quality of production; regional differences in compensation; differences in local minimum wages, or ability and effort.

Position's Pay Range:

Benefits may include:

• Comprehensive medical, prescriptions, dental and vision plans

• 401(k) plan with a discretionary company match

• Shareholder Purchase and Reinvestment Plan

• Basic life and accidental death and dismemberment insurance premium paid by the company

• Voluntary supplemental life insurance for employees, spouses and dependent children

• Fertility and Family Building Benefits

• Paid Disability benefits

• Paid time off programs

• 11 Company paid holidays per year

• Flexible spending account

• Health savings account (available to High Deductible Health Plan participants only)

• Employee Assistance Program

• Educational Assistance Program

• Voluntary benefits, such as Critical Illness, Hospital Indemnity, Pet Insurance and Accident Insurance

• Title insurance policies and certain escrow services for the employee’s primary personal residence at no charge

• Transportation benefit plan for mass transit, parking and vanpool, in several markets

Note: If you currently are employed by Old Republic Title (or one of its wholly owned affiliated companies) please get in touch with your human resources representative regarding the application process.

Old Republic Title is an Equal Opportunity Employer