Payroll Specialist

Location: Smithville, TN

Salary: $50,000–$65,000 annually

Position Summary

We are seeking a detail-oriented and reliable Payroll Specialist to manage accurate and timely payroll processing while ensuring compliance with applicable federal, state, and local regulations. This role is responsible for payroll administration, payroll reporting, benefits and deduction processing, timekeeping management, and maintaining the accuracy and confidentiality of payroll records.

The ideal candidate is organized, analytical, and employee-focused, with experience managing payroll operations in a fast-paced environment. The Payroll Specialist will collaborate closely with Human Resources and Accounting teams to ensure payroll accuracy, regulatory compliance, and exceptional support for employees.

Key Responsibilities

Payroll Processing

1. Process weekly and semi-monthly payrolls accurately and within established deadlines.
2. Calculate employee wages, overtime, taxes, deductions, and benefit withholdings in accordance with company policies and applicable regulations.
3. Maintain accurate payroll records within the Human Resources Information System (HRIS).
4. Review, validate, and reconcile payroll data prior to processing to ensure accuracy and completeness.
5. Process employee expense reimbursements through the payroll system.
6. Prepare weekly payroll journal entries and supporting documentation for the Accounting department.
7. Research and resolve payroll discrepancies in a timely manner.

Benefits & Timekeeping Administration

1. Submit weekly 401(k) contribution files and ensure accurate processing.
2. Manage wage garnishments, child support orders, and other court-ordered deductions.
3. Process health insurance deductions and reconcile benefit invoices.
4. Monitor and maintain employee paid time off, vacation, and sick leave balances, including monthly accrual calculations.
5. Maintain, audit, and reconcile timekeeping records to support accurate payroll processing.
6. Partner with HR and managers to resolve timekeeping issues and ensure policy compliance.

Payroll Compliance & Reporting

1. Prepare payroll reports for monthly, quarterly, annual, and ad hoc reporting requirements.
2. Support year-end payroll activities, including preparation and distribution of W-2 and 1099 forms.
3. Ensure compliance with federal, state, and local payroll tax regulations, wage and hour laws, and employment requirements.
4. Maintain confidential payroll documentation and employee records.
5. Assist with internal and external payroll audits by preparing documentation, reports, and supporting information.
6. Stay current on payroll regulations, tax updates, and compliance requirements.

Employee Support & Process Improvement

1. Serve as the primary point of contact for employee payroll questions related to wages, deductions, taxes, benefits, and timekeeping.
2. Partner with Human Resources and Accounting to support employee lifecycle activities, including new hires, terminations, status changes, and benefit updates.
3. Assist with developing, documenting, and improving payroll procedures, internal controls, and operational processes.
4. Identify opportunities to improve payroll accuracy, efficiency, and employee experience.
5. Support payroll system enhancements and process improvements.

Qualifications

Education

1. High school diploma or GED required.
2. Associate’s or Bachelor’s degree in Accounting, Human Resources, Business Administration, or a related field preferred.

Experience

1. Minimum of three years of payroll administration experience.
2. Experience processing weekly and semi-monthly payrolls in a multi-employee environment.
3. Experience with payroll reporting, benefits administration, payroll taxes, deductions, and compliance requirements.
4. Experience working collaboratively with Human Resources and Accounting teams.

Preferred Qualifications

1. Experience with ADP Workforce Now and ADP Workforce Manager (formerly Essential Time).
2. Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC), or willingness to pursue certification.
3. Experience supporting payroll operations in a manufacturing, production, or fast-paced business environment.

Knowledge, Skills & Abilities

1. Strong knowledge of payroll regulations, payroll taxes, wage and hour laws, garnishments, and compliance requirements.
2. Advanced proficiency with Microsoft Excel and Microsoft Office applications.
3. Strong analytical, organizational, and problem-solving skills.
4. Exceptional attention to detail and commitment to accuracy.
5. Excellent written, verbal, and interpersonal communication skills.
6. Ability to manage multiple priorities, meet deadlines, and maintain a high level of organization.
7. Strong integrity and ability to maintain confidentiality when handling sensitive employee information.
8. Customer-focused approach with the ability to build positive relationships across all levels of the organization.
9. Ability to work independently while collaborating effectively with Human Resources, Accounting, and leadership teams.

Work Environment

1. Office-based position located in Smithville, Tennessee.
2. Work environment includes an upstairs office setting.
3. Standard business hours with additional flexibility required during payroll processing periods, reporting deadlines, and year-end activities.