Payroll - Specialist

Job Description

Job Title: Payroll Specialist   

Status: Full Time

FLSA Status: Non-exempt                                        

Reports To: Payroll Manager  

Date Approved:   07/24/2026

Summary:

The Payroll Specialist will process and reconcile weekly payroll functions of the organization, ensuring pay is processed on time, accurately, and in compliance with government regulations.

Key Responsibilities:

Weekly payroll preparation to ensure timely and accurate processing of payroll transactions including salaries, benefits, garnishments, taxes, and other deductions.

Ensures accurate and timely processing of payroll updates including new hires, terminations, and changes to pay rates.

Prepares and maintains accurate records and reports of payroll transactions.

Ensure compliance with federal, state, and local payroll, wage, and hour laws and best practices.

Facilitate audits by providing records and documentation to auditors.

Identifies and recommends updates to payroll accounting software, systems, and procedures.

Assists with prevailing wage/certified payroll calculations, including the Davis-Bacon Act.

Answers staff questions regarding pay statements and/or tax forms.

Periodic special projects.

Other duties as assigned.

Minimum Qualifications:

Excellent organizational skills, attention to detail and ability to handle confidential employee and financial data.

Strong analytical and problem-solving skills. Demonstrated written and verbal communication skills.

Proficient with Microsoft Office Suite or related software. Strong advanced knowledge of Microsoft Excel is mandatory.

Extensive knowledge of payroll functions including preparation, balancing, internal control, and payroll taxes.

Excellent organizational skills and attention to detail.

Proficient with payroll software; Dayforce experience highly preferred.

Familiarity with prevailing wage/certified payroll calculations, including the Davis-Bacon Act, is preferred.

Ability to work independently with limited supervision; comfortable solving daily problems and bringing resolution without additional guidance needed

Positive attitude and ability to re-prioritize tasks quickly 

Proven ability to work and excel in a team environment

Desire to work in an evolving environment; must be willing to embrace change quickly

Commitment to professionalism in all interactions with customers, coworkers and management

Proven ability to maintain good work habits; punctuality and regular attendance are a must

Ability to work from home and/or an office setting at times; currently working from home most

frequently but do work from the office from time to time for training, meetings, etc.

Demonstrated written and verbal communication skills

Required Education and Experience: 

Bachelor’s degree in accounting, Business Administration, Human Resources, or related field preferred.

At least three to five years of related experience required.

Supervisory Requirements:

None

Position Type and Expected Hours of Work:

This is a full-time position.  Days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. Occasional after-hours work may be required to meet tight deadlines.

Physical Demands:

Employees are occasionally required to stand; walk; sit; use hands to finger, handle or feel objects, tools or controls; reach with hands and arms

This role routinely involves standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines

Occasionally required to lift or move up to 25 pounds and frequently lift or move up to 10 pounds

Must be able to pass pre-employment screening that includes background and drug/alcohol testing and participate in random testing program

Position requires working indoors in a professional office atmosphere

Must possess valid driver’s license

Additional Eligibility Qualifications:

Must be authorized to work in the U.S. without current or future sponsorship.

EEO Statement:

Ontivity provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability and genetics.  In addition to federal law requirements, Ontivity complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Ontivity expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information disability or veteran status.  Improper interference with the ability of Ontivity’s employees to perform their job duties may result in discipline up to and including discharge.