Payroll Specialist

Reports to: Director of People

Summary: Responsible for payroll processing, maintaining accurate records, and ensuring compliance with company policies and labor regulations. Support the HR department by managing administrative tasks related to basic HR functions like onboarding, phone screens, benefits and payroll inquiries. Support other teams within Operations with invoice and credit card processing, and/or other administrative support as needed.

FLSA Status: Part-Time (20-29 hours per week), Hourly, Non-Exempt

Hourly Rate: $20 - $22 per hour

Payroll Administration:

• Process and reconcile bi-weekly payroll for employees, ensuring accuracy and timely payment.
• Maintain payroll records, including timesheets, deductions, and tax withholdings.
• Prepare and distribute required annual tax documents (i.e., W2, 1099, and 1095 statements)
• Ensure compliance with federal, state, and local payroll regulations.
• Support HR functions such as benefits administration, employee records management, and onboarding/offboarding processes.
• Respond to payroll-related inquiries from employees and resolve discrepancies.
• Collaborate with HR to ensure payroll reflects accurate employee status changes, including promotions, terminations, and leaves.
• Assist with payroll audits and prepare necessary reports for management, including demographic and headcount data.
• Stay up to date with payroll best practices and HR policies to provide informed support.

Administrative duties:

• Perform administrative duties, such as maintaining employee records.
• Maintain proper records of employee attendance and leave to assist with payroll duties.
• Assist the Director of People in policy formulation, hiring and salary administration.
• Submit online job postings, support the recruitment process by shortlisting candidates, conducting phone screens and scheduling job interviews.
• Coordinate Speed 101 orientation and training sessions for new employees.
• Serve as a point of contact, providing smooth communication with employees and timely resolution to their queries.
• Ensure compliance with employment and labor laws.

Minimum Qualifications:

• At least 3-5 years of payroll processing, or accounting experience, preferably with an HR background.
• Experience in an administrative role working with multiple departments.
• Proficiency in payroll software (e.g., ADP, Paylocity, Workday) and HRIS systems.
• Familiarity with payroll laws, tax regulations, and compliance requirements.
• Bachelor’s degree in Human Resources, Finance, Business Administration, or a related field is highly preferred.

Essential Skills:

• Proficient in Microsoft Office software (Word, Excel, Outlook).
• Strong attention to detail and accuracy.
• Excellent organizational and time management skills.
• Ability to use judgment and discretion; to keep confidentiality; to exercise tact and diplomacy when addressing employee concerns.
• Basic understanding of HR principles and compliance.
• Strong communication skills, both verbal and written, and strong interpersonal skills.
• Self-motivated, and the ability to learn new software easily.
• Ability to establish goals and priorities; manage multiple tasks at once; to perform duties in a timely manner under stress.
• Ability to function independently and be flexible for interruptions and changing priorities.

Work Environment

• Hybrid work. Remote Monday & Tuesday, in the office Wednesday-Friday.
• Able to adapt to and work from various locations so the requirements of this position can be fully met.
• Willing, as necessary, to work beyond normal working hours, on weekends, and remain accessible when away from the Museum so the requirements of this position can be fully met.

Physical Requirements:

Ability to complete the following tasks with/without reasonable accommodations so the requirements of this position can be fully met:

• Extensive use of computer throughout the workday.
• Must be able to remain in a stationary position during the workday.
• May reach, walk, climb, and lift occasionally.
• Communicates using the English language.
• Sees and hears or uses prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.
• Ability to access materials and supplies as needed.