Payroll Specialist

Job Summary:

Supports Sunward’s payroll function within the Human Resources team. Responsible for processing payroll accurately and confidentially, maintaining payroll records, ensuring compliance with applicable laws and policies, and collaborating with HR and other departments to support employee pay and data integrity.

Essential Functions:

• Process payroll for all employees accurately and on time (bi-weekly) following established procedures. 
• Maintain and update employee payroll records, including wages, deductions, benefits, bonuses, and tax information. 
• Ensure compliance with federal, state, and local payroll regulations and internal policies; escalate potential issues as appropriate. 
• Prepare and distribute pay statements. 
• Administer employee deductions such as health insurance, retirement contributions, garnishments, and other voluntary or required withholdings. 
• Assist with preparation and submission of payroll tax filings (e.g., W-2s, W-3s, 941s, 1099s) in coordination with Accounting and/or external providers. 
• Collaborate with HR peers and department leaders to confirm timekeeping, new hires, separations, leaves of absence, and other payroll-impacting changes. 
• Respond to payroll-related inquiries and resolve routine discrepancies in a timely and professional manner.
• Participate in special payroll projects and process improvement initiatives. 
• Generate standard reports for HR, Accounting, Finance, and auditors as needed. 
• Maintain strict confidentiality of payroll and personnel information at all times. 

Qualifications: 

Experience and Education:

• Minimum two years’ experience in payroll administration or a directly related role. Three to four years' payroll experience preferred, including multi-state or complex payrolls.
• Experience with payroll audits and/or benefits integration preferred.
• Minimum bachelor’s degree in accounting, human resources, business administration, or related field preferred. Equivalent experience in payroll or related functions may be considered in lieu of a degree.  
• Professional payroll certification (FPC or CPP) a plus.

Knowledge:

• Solid working knowledge of payroll systems such as Paylocity, ADP, Dayforce, UKG, and Workday Payroll.
• Familiarity with federal, state, and local payroll regulations (e.g., FLSA, IRS tax codes).
• Proficiency in Microsoft Office, especially Excel (e.g. formulas, pivot tables, lookups), HRIS platforms, and payroll systems. Advanced Excel and reporting skills preferred. Understands how to navigate these tools independently to ensure accurate and timely payroll processing.  

Skills/Abilities:

• High level of numerical accuracy and attention to detail.
• Strong organizational and time management skills; able to manage multiple priorities and meet deadlines consistently.
• Clear and professional communication skills, both written and verbal, with the ability to explain payroll-related actions, respond to employee inquiries, and request clarification or additional information when needed.
• Ability to handle confidential information with discretion.
• Demonstrated problem-solving skills; able to resolve routine payroll discrepancies.
• Skilled in digital communication tools to collaborate effectively across teams.
• Customer service mindset when addressing employee questions or concerns.
• Understands the connection between payroll accuracy and the employee experience.
• Collaborative and team-oriented; able to work effectively with HR team members, Accounting, and other departments.
• Adaptable to changing systems, processes, and regulations.
• Open to feedback and coaching; proactively seeks input when encountering unfamiliar or nuanced scenarios.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to operate standard office equipment (e.g., computer, keyboard, mouse, copier, telephone).
• Ability to occasionally lift or move objects up to 10 pounds.
• Visual acuity to read and enter information accurately.
• Verbal and auditory ability to communicate effectively with team members and employees.
• May require occasional movement within an office environment or between office locations.