Payroll Specialist

Job Title:                    Payroll Specialist

Department:              Finance

Reports to:                 Finance Controller

Status:                        Full-Time, Exempt

Salary Range:             $55,000 - $60,000

Date:                           March 7, 2025

Summary of Duties and Responsibilities

 The Payroll Specialist leads all payroll-related functions within the Finance department, ensuring accurate and timely processing of bi-weekly payroll for The Smith Center employees. This role is responsible for maintaining and updating employee records within the timekeeping and payroll system, preparing and posting payroll journal entries, reconciling payroll-related general ledger accounts, and generating and analyzing payroll and employee-related reports to support internal stakeholders and organizational decision-making. The Payroll Specialist works closely with external payroll service providers and internal partners to identify, troubleshoot, and resolve payroll discrepancies while recommending process improvements to enhance efficiency and ensure regulatory compliance. Additionally, the Payroll Specialist is responsible for developing and coordinating organization-wide processes and procedures for payroll management, supporting the Finance department, and analyzing Human Resource data for process optimization. As this is a dynamic and multifaceted position, strong organizational skills, the ability to manage multiple priorities simultaneously, maintain exceptional attention to detail, and uphold strict confidentiality are essential and required. 

Essential Duties and Responsibilities

• Develops, documents, and continuously improves payroll processes and procedures to ensure accurate and timely processing of payroll transactions, including wages, benefits, garnishments, taxes, and third-party payments.
• Maintains and updates employee payroll records, ensuring all payroll-related changes—such as departmental transfers, new hires, terminations, pay adjustments, and position changes—are accurately processed in both the payroll and timekeeping systems.
• Ensures full compliance with federal, state, and local payroll-related regulations by staying current on legislative updates, enforcing adherence to legal requirements, and advising management on necessary policy updates or procedural changes.
• Serves as the primary payroll liaison during audits, including payroll tax audits and workers’ compensation audits, ensuring timely and accurate responses to auditor requests.
• Calculates, reviews, and approves payroll liabilities, including employee federal and state income tax withholdings, Social Security, Medicare, unemployment insurance, and workers’ compensation contributions.
• Prepares and processes off-cycle and special payroll runs as needed, ensuring appropriate documentation and approvals are obtained.
• Generates and analyzes payroll reports using payroll and timekeeping systems, including but not limited to reports on overtime, employee classifications, earnings, tax withholdings, deductions, leave balances, time accruals, disability, and non-taxable wages.
• Performs payroll reconciliations after each payroll run, identifying and resolving discrepancies, auditing payroll records, and verifying the accuracy of all payroll-related transactions.
• Manages all year-end payroll processing, including bonuses, and quarterly/annual tax filings including 941s and W-2s.
• Investigates and resolves payroll-related vendor discrepancies, promptly addressing inquiries and ensuring timely communication and resolution.
• Provides administration for employee benefits-related payroll processes, including reconciliation and processing billing and invoices for benefits programs such as medical, dental, vision, life insurance, supplemental insurance, employee assistance program (EAP), flexible spending accounts (FSA), health savings account (HSA), retirement benefits, short-term and long-term disability claims, unemployment claims, and legal services accounts.
• Collaborates closely with Human Resources and Finance teams to ensure accurate alignment between payroll data, employee records, and benefits administration, while maintaining a strong focus on supporting Finance’s reporting and reconciliation needs.
• Uses sound judgment and payroll expertise to research, resolve, and respond to payroll-related inquiries from management, employees, and external vendors, ensuring timely resolution (within 48 hours).
• Prepares and provides payroll-related reports for the annual 401(k) retirement plan audit, as well as the organization’s annual financial audit.
• Develops and maintains comprehensive payroll guidelines, policies, and procedures to ensure consistency, compliance, and operational excellence.
• Continuously evaluates existing payroll processes to identify opportunities for improved efficiency, accuracy, and compliance, and recommends and implements enhancements to streamline departmental workflows. 
• Maintains up-to-date knowledge of payroll best practices and regulatory changes by attending professional development sessions, reviewing industry publications, and building a professional network.
• Engages in self-directed learning to maximize the capabilities of payroll and timekeeping systems, continuously identifying and proposing process enhancements that benefit the organization.
• Maintains strict confidentiality of payroll records and employee information, protecting the integrity and security of payroll operations at all times.
• Performs additional duties and projects within the scope of the position, as assigned or delegated.

Required Education, and Experience

• Bachelor’s degree or equivalent years of experience in Payroll or related field
• Minimum of 3-5 years of hands-on payroll and/or accounting experience required
• Extensive knowledge of payroll functions including preparation, balancing, internal control, and payroll taxes.
• Demonstrated knowledge of local, state, and federal employment and wage and hour laws, recruitment trends and technologies, and staffing and employment practices.
• Familiarity with payroll system integrations, timekeeping software, and benefits-related payroll processing. 
• Exceptional organizational and time management skills, with the ability to manage multiple priorities, meet tight deadlines, and adapt effectively when policies, processes, or business needs evolve. 
• High level of integrity with a demonstrated ability to maintain strict confidentiality records, proprietary, and sensitive information. 

Required Skills & Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are general guidelines based on the minimum experience, knowledge, skill, and or ability required. Individual abilities may result in some deviation from these guidelines. To perform effectively in this position, the incumbent must have:

• Strong communication skills, both orally and written; ability to communicate effectively at all levels, internally and externally.
• Excellent organizational and time management skills, capable of managing multiple priorities and projects, and meeting deadlines in a fast-paced environment.  
• Superior sense of urgency and accountability to meet critical payroll processing deadlines. 
• Strong analytical and technical skills, with the ability to interpret and evaluate data and metrics, learn and adopt new systems, and build reports. 
• Ability to apply sound judgment, payroll expertise, and problem-solving skills to address payroll inquiries and challenges, ensuring timely and accurate resolutions. 
• Exceptional attention to detail and accuracy, particularly when working with large volumes of data and reconciliations. 
• Excellent interpersonal and conflict management skills. 
• Ability to deal with a range of styles and behaviors in a tactful, cordial, and professional manner.
• Ability to establish priorities, work independently, and proceed with objectives with minimal supervision, as well as collaboratively as part of a team.
• Demonstrated ability to collaborate effectively with cross-functional teams, including Finance, Human Resources, and external vendors. 
• Adaptability and willingness to learn new technologies, processes, and regulations as they evolve. 

 Computer Skills

• Proficiency in Microsoft Office Suite (Office 365 applications), including Word, Excel, PowerPoint, Teams, Outlook (including calendar management), and SharePoint.
• Experience with payroll and timekeeping systems, with TimeClock Plus experience, preferred but not required.
• Hands-on experience with payroll software and cloud-based payroll platforms; ADP Workforce Now Payroll Processing strongly preferred.
• Comfortable navigating web-based tools and online search platforms, with proficiency using browsers such as Google Chrome and Microsoft Edge for research, payroll processing, and system access. 

 Other Skills and Abilities

• Ability to follow-up and follow-through on assigned tasks, projects, and inquiries to ensure timely, accurate, and thorough completion.
• Proactive mindset with the ability to anticipate needs, identify potential challenges, and take initiative in problem-solving.
• Commitment to fostering and maintaining a positive and inclusive work culture.
• Exhibit a professional appearance and demeanor.
• Maintain a dependable, professional, and courteous work environment.
• Desire and ability to accept all levels of challenges.

Physical Job Requirements 

The physical requirements and demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• This position will require sitting for long periods, standing, bending, and walking, as well as using fine motor skills, such as finger dexterity for typing. 
• Specific vision abilities required by this job include close vision and peripheral vision.
• Visual acuity to read, review, and analyze detailed data, both on-screen and in printed formats.
• Ability to regularly lift, move, carry, push, and pull 25 pounds or more.
• Ability to occasionally reach, bend, twist, stoop, stack, crouch, kneel, and balance when performing job duties in varying work areas such as confined spaces. 
• Ability to physically stand, walk, and climb stairs on a consistent basis.
• This position could be exposed to loud noises, and frequent phone conversations, and requires average to above average visual acuity and hearing.
• Most of this job will be performed indoors in a climate-controlled environment.

 Certificates, Licenses, Registrations

 Must be able to qualify for licenses and permits if required by federal, state, and local regulations during the course of employment.

• CPP preferred

 The above job description is meant to describe the general nature and level of work being performed; it is not intended to be constructed as an exhaustive list of all the responsibilities, duties, and skills required for the position.

 All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

 Pay Transparency 

 To encourage pay transparency, promote pay equity, and proactively address regulations, The Smith Center for the Performing Arts will comply with all applicable state or local laws or regulations that require employers to provide wage or salary range information to job applicants and employees. The base annual salary range for this full-time and exempt position is $55,000 - $ 60,000 plus benefits, including insurance plans as applicable. Our salary ranges are determined by role, level, and scope of responsibilities. The range displayed on this job posting reflects the minimum and maximum target for new hire salaries for the position. Within the range, individual pay is determined by key factors such as work experience, skills, abilities, and job-related education and training.

With a career at The Smith Center for the Performing Arts, you really benefit! We offer:

• Creative and collaborative work culture
• Competitive compensation
• Comprehensive health, dental, and vision insurance plans 
• Employee Assistance Program- including counseling, wellness programs, and financial support services.
• Flexible Spending Account (FSA) & Health Savings Account (HSA) options to help you save on eligible medical expenses with pre-tax dollars.
• Generous Paid Time Off Plan
• Paid Holidays and Personal Holiday Time 
• 401(k) retirement savings plan eligibility on your start date with employer match
• Employer-paid disability insurance coverage
• Supplemental benefits are offered such as accident, critical illness, hospital indemnity coverage, pet insurance, and employee-only discounts.
• Safe and paid parking on-site
• Training and career growth opportunities
• Exclusive early access, employee discounts, and complimentary tickets to world-class performances and events.
• Discounts on Starbucks products and merchandise 

Limitations and Acknowledgment

The Americans with Disabilities Act requires that reasonable accommodations be made for qualified individuals to help perform the required duties and tasks of the position. Reasonable accommodation is available for qualified individuals with disabilities upon request.

 The Smith Center for the Performing Arts (TSC) is an Equal Opportunity Employer that complies with the laws and regulations set forth under EEOC. 

Diversity, Equity, and Inclusion Mission Statement

At The Smith Center for the Performing Arts (TSC) diversity, equity, and inclusion are at the core of who we are. Our commitment to these values is unwavering.  They are central to our mission and to our impact on the community. We know that having varied perspectives helps generate better ideas to solve the complex problems of a changing—and increasingly diverse—world. We believe that a variety of opinions, approaches, perspectives, and talents are the cornerstones of a strong and flexible organization.

TSC strives to champion diversity, equity, and inclusion for all.