PAYRSPEC05082026

JOB TITLE: Payroll Specialist

Bargaining Unit Status:  Non-Bargaining Unit

FULL-TIME  (hours per week: 40)     Work Schedule: Monday-Friday, 7:00 AM - 3:30 PM

EDUCATIONAL QUALIFICATIONS:
High school diploma or equivalent required; associate degree in Accounting, Human Resources, Business Administration, or related discipline preferred (a combination of equivalent education and work experience may be considered).

EXPERIENCE QUALIFICATIONS:

• Minimum of one to two years of experience in a payroll, accounting, or HR office environment.​
• Proficiency with the Microsoft Office suite and general computer operation.​
• Basic working knowledge of payroll practices and federal and state wage and hour regulations.​
• Preferred: Experience with an integrated payroll/HRIS system and in a government contracting or non-profit environment.

OTHER QUALIFICATIONS:

• Must be able to satisfactorily complete a background check, according to company requirements.​
• Ability to communicate with tact and maintain confidentiality.​
• Adequate ability in verbal and written communication, reading, and mathematics.​
• Ability to build and maintain positive working relationships with management, peers, and employees.​
• Strong organizational skills with the ability to manage multiple tasks and deadlines.​
• Attention to detail and accuracy in data entry and recordkeeping.​
• Adequate skills in using and understanding an integrated and automated payroll/HRIS system (training provided).

IMMEDIATE SUPERVISOR:
Payroll Manager

POSITIONS SUPERVISED (or Team Lead responsibilities, if applicable):
None

JOB RESPONSIBILITIES SUMMARY:
The Payroll Specialist supports the accurate and timely processing of the organization’s regular and off‑cycle payrolls by performing day‑to‑day payroll tasks, maintaining employee payroll records, and assisting with timekeeping and deduction administration. This position works closely with the Payroll Manager, Human Resources, and Operations to help ensure compliance with wage and hour laws, the Service Contract Act (SCA), and applicable Collective Bargaining Agreements (CBAs) in the execution of payroll activities.

ESSENTIAL FUNCTIONS:

• Process bi‑weekly payroll under the direction of the Payroll Manager, including data entry, review of time records, and generation of payroll batches.​
• Review electronic timekeeping records for completeness and accuracy, follow up on missing or incorrect entries, and assist managers and employees with timekeeping questions.​
• Maintain payroll records, including new hires, terminations, pay changes, deductions, and leave adjustments in the payroll/HRIS system.​
• Assist with the setup and maintenance of employee labor charging and timekeeping assignments in accordance with company policy and FLSA requirements.​
• Process routine payroll changes such as direct deposit updates, tax withholding changes, and voluntary deduction elections.​
• Calculate and process off-cycle payments, retroactive pay adjustments, and corrections as directed by the Payroll Manager.​
• Set up, maintain, and process garnishments and other wage attachments in compliance with legal requirements and company procedures.​
• Run and review standard payroll reports (for example, payroll registers, deduction reports, overtime reports, leave balance reports) to identify and correct discrepancies.​
• Assist the Payroll Manager in monitoring and applying SCA wage determinations and fringe requirements, and in applying CBA pay provisions (differentials, premiums, holidays, and paid time off) in the payroll system.​
• Work closely with HR and Benefits staff to reconcile payroll deductions with benefit enrollments and resolve employee deduction issues.​
• Respond to employee and manager inquiries regarding pay, timekeeping, and deductions in a timely and customer-focused manner, escalating complex issues to the Payroll Manager as appropriate.​
• Support audits and information requests related to payroll by gathering and organizing required documentation and reports.​
• Assist in maintaining written payroll procedures and contribute to process improvement efforts in payroll, HRIS, and timekeeping.​
• Other duties as assigned.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

• Adequate ability for conversation, telephone use, and computer-based work.​
• Ability to be independently mobile within the work area and move safely about the work environment.​
• Ability to retrieve items from various heights as needed.​
• Physical stamina to work at least 8 hours per day.

BEHAVIORAL COMPETENCIES:

• Maintains a high level of accuracy and attention to detail when handling payroll and timekeeping data.​
• Demonstrates discretion and safeguards confidential employee and payroll information at all times.​
• Manages time effectively and meets strict payroll deadlines while balancing multiple tasks.​
• Communicate clearly and professionally with employees, managers, and internal partners to resolve payroll issues.​
• Responds calmly and constructively to unexpected issues, system challenges, or changes in priorities.​
• Collaborate effectively with Payroll, HR, Benefits, and Operations to support consistent and compliant payroll practices.​
• Exercises sound judgment and problem-solving skills when identifying and correcting payroll discrepancies, seeking guidance when needed.

"Phoenix is an equal opportunity employer. Individuals with disabilities, including "disabled veterans" or veterans with service-connected disabilities, are encouraged to apply.”
All qualified applicants will receive consideration for employment and will not be discriminated against based on disability, being a veteran, female, minority, or in any other protected group. We are a Drug-Free Workplace.
Phoenix internal and programmatic applicants, and individuals with disabilities, will receive first consideration."