Payroll Specialist
CFS, Grand Rapids, MI, United States
Position: Payroll Specialist
Location: Onsite, Grand Rapids, MI
Base Salary: $60,000-$65,000, plus bonus
The Payroll Specialist is responsible for processing accurate and timely payroll for employees across the organization while maintaining compliance with federal, state, and local regulations. This role gathers and verifies payroll data, maintains payroll records, processes earnings and deductions, reconciles payroll reports, and responds to employee inquiries with professionalism and accuracy. The Payroll Specialist collaborates closely with Managers, Accounting, and Operations to ensure proper documentation, timekeeping accuracy, and organizational alignment. This role requires strong attention to detail, confidentiality, analytical skills, and the ability to manage a high volume of information in a fast-paced environment.
Payroll Specialist Responsibilities
Payroll Processing & Administration
Protect sensitive payroll and employee information by following established protocols and data security practices.
Prepare and process payroll on a weekly, bi-weekly, or semi-monthly schedule in accordance with company policies and regulatory requirements.
Gather, review, and verify timekeeping records, earnings, deductions, reimbursements, and other payroll-related inputs for accuracy and completeness.
Maintain payroll records, prepare reports, and ensure employee data is up to date within payroll systems.
Calculate wages, bonuses, overtime, and pay adjustments according to established guidelines.
Reconcile payroll information before submission, validate results after processing, and maintain organized written and electronic documentation.
Identify and report potential risks related to payroll accuracy, compliance, or internal controls.
Compliance & Record Management
Ensure payroll activities meet federal, state, and local wage and hour regulations, including FLSA compliance, garnishment orders, payroll tax withholdings, and statutory reporting requirements.
Maintain confidentiality and secure handling of employee information.
Prepare and distribute year-end documents such as W-2s and assist with audits by providing documentation and reports as required.
Maintain accurate employee files, payroll journals, and required records in accordance with company retention policies.
Employee Support & Communication
Handle confidential matters with discretion, including compensation changes, garnishments, and employee personal data.
Serve as a primary contact for payroll-related questions from employees, supervisors, and department leaders.
Respond promptly and professionally to inquiries regarding pay, timekeeping, deductions, leave balances, reimbursements, and tax withholdings.
Partner with HR regarding onboarding, terminations, benefits deductions, and personnel changes affecting payroll.
Communicate clearly and effectively with supervisors and peers regarding timekeeping expectations, payroll deadlines, and required documentation.
Cross-Functional Collaboration
Work closely with Accounting to support general ledger entries, reconciliations, and payroll-related financial reporting.
Coordinate with Employee Experience Managers to ensure accurate processing of new hires, changes in employment status, benefit deductions, and leaves of absence.
Collaborate with Operations to verify job cost coding, labor allocations, and project-related timekeeping when applicable.
Payroll Specialist Education & Preferred Requirements
Associate’s degree in Accounting, Business Administration, or a related field is preferred; equivalent experience may be considered.
Two to five years of payroll experience is required, preferably within a multi-department or multi-state environment.
Experience with payroll systems, timekeeping software, and general office administrative systems is expected. Familiarity with basic accounting practices is preferred.
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Location: Onsite, Grand Rapids, MI
Base Salary: $60,000-$65,000, plus bonus
The Payroll Specialist is responsible for processing accurate and timely payroll for employees across the organization while maintaining compliance with federal, state, and local regulations. This role gathers and verifies payroll data, maintains payroll records, processes earnings and deductions, reconciles payroll reports, and responds to employee inquiries with professionalism and accuracy. The Payroll Specialist collaborates closely with Managers, Accounting, and Operations to ensure proper documentation, timekeeping accuracy, and organizational alignment. This role requires strong attention to detail, confidentiality, analytical skills, and the ability to manage a high volume of information in a fast-paced environment.
Payroll Specialist Responsibilities
Payroll Processing & Administration
Protect sensitive payroll and employee information by following established protocols and data security practices.
Prepare and process payroll on a weekly, bi-weekly, or semi-monthly schedule in accordance with company policies and regulatory requirements.
Gather, review, and verify timekeeping records, earnings, deductions, reimbursements, and other payroll-related inputs for accuracy and completeness.
Maintain payroll records, prepare reports, and ensure employee data is up to date within payroll systems.
Calculate wages, bonuses, overtime, and pay adjustments according to established guidelines.
Reconcile payroll information before submission, validate results after processing, and maintain organized written and electronic documentation.
Identify and report potential risks related to payroll accuracy, compliance, or internal controls.
Compliance & Record Management
Ensure payroll activities meet federal, state, and local wage and hour regulations, including FLSA compliance, garnishment orders, payroll tax withholdings, and statutory reporting requirements.
Maintain confidentiality and secure handling of employee information.
Prepare and distribute year-end documents such as W-2s and assist with audits by providing documentation and reports as required.
Maintain accurate employee files, payroll journals, and required records in accordance with company retention policies.
Employee Support & Communication
Handle confidential matters with discretion, including compensation changes, garnishments, and employee personal data.
Serve as a primary contact for payroll-related questions from employees, supervisors, and department leaders.
Respond promptly and professionally to inquiries regarding pay, timekeeping, deductions, leave balances, reimbursements, and tax withholdings.
Partner with HR regarding onboarding, terminations, benefits deductions, and personnel changes affecting payroll.
Communicate clearly and effectively with supervisors and peers regarding timekeeping expectations, payroll deadlines, and required documentation.
Cross-Functional Collaboration
Work closely with Accounting to support general ledger entries, reconciliations, and payroll-related financial reporting.
Coordinate with Employee Experience Managers to ensure accurate processing of new hires, changes in employment status, benefit deductions, and leaves of absence.
Collaborate with Operations to verify job cost coding, labor allocations, and project-related timekeeping when applicable.
Payroll Specialist Education & Preferred Requirements
Associate’s degree in Accounting, Business Administration, or a related field is preferred; equivalent experience may be considered.
Two to five years of payroll experience is required, preferably within a multi-department or multi-state environment.
Experience with payroll systems, timekeeping software, and general office administrative systems is expected. Familiarity with basic accounting practices is preferred.
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