Payroll Specialist

Black Label Services, Inc; Fort Collins (CO); On-site; USD 62,000 - 80,000; Full time

Job summary

Black Label Services, Inc. is seeking a Payroll Specialist to manage all payroll processes, including bi-weekly payroll, compliance, and accurate record-keeping. You will coordinate with Accounting on accruals and work with HR on employee data and benefits, with a focus on accuracy and timely delivery.

The role requires multi-state payroll expertise, attention to detail, and strong communication to support leadership and employees while ensuring regulatory compliance.

Qualifications

• 3+ years of multi-state, multi-pay payroll processing for 500+ employees.
• Experience with Certified Payroll and fringe benefits calculation.
• Familiarity with Paylocity.
• Knowledge of state and federal payroll taxes and DOL regulations.
• Familiarity with multi-state tax registrations and filings.
• Advanced proficiency with Microsoft Excel and HRIS systems.

Responsibilities

• Oversee weekly and bi-weekly payroll for all employees.
• Process off-cycle payrolls including retroactive pay, garnishments, and other statutory deductions.
• Submit required payroll reports for certified payroll using appropriate forms and payroll information.
• Perform payroll analysis to identify discrepancies and resolve issues promptly.
• Audit 401k and HSA contributions after each pay cycle is processed.
• Coordinate with Accounting to analyze and reconcile employee payroll earnings and labor distribution.
• Work with HR to ensure accurate employee information, benefit elections, W-4s, direct deposit, and deductions.
• Reconcile W-2 forms and quarterly tax returns and amendments.
• Verify hours from timekeeping systems and correct discrepancies.
• Track and calculate outside wage garnishment requests.
• Respond to employee pay-related questions and employment verifications.
• Assist in state and federal tax calculations and filings.
• Process payroll adjustments for different leave types.
• Support internal and external audit requests.
• Analyze processes for efficiency and effectiveness.
• Assist in configuring HRIS data and forms.
• Advocate company culture in HR guidance.
• Manage special projects with cross-functional impact.
• Other duties as assigned.

Skills

Attention to detail

Flexibility

Time management

Customer service

Communication

Discretion

Education

Associate's degree in business, accounting, finance or related field

High school diploma or equivalent with 3 years related experience

Experience with multi-state payroll processing

Tools

Paylocity

Job description

Job Overview

The Payroll Specialist is responsible for all payroll processes and transactions including processing payroll bi-weekly; collecting and reviewing payroll submissions; ensuring compliance with regulatory requirements; communicating with both leaders and employees regarding missing payroll information; maintaining accurate payroll records; and coordinating with the Accounting department on payroll accruals. This position will manage payroll administration for all new hires, terminations, payroll tax changes, and benefit deductions among other related responsibilities.

Job Type

Full-time

Role and Responsibilities

• Oversee and process weekly and bi-weekly payroll for all employees
• Process all off-cycle payrolls as needed including retroactive pay, garnishments, and other statutory deductions
• Submit required payroll reports for certified payroll using appropriate forms and payroll information.
• Perform payroll analysis to identify discrepancies and resolve issues promptly
• Audit 401k and HSA contributions after each pay cycle is processed
• Coordinate with Accounting to analyze and reconcile employee payroll earnings as well as labor distribution per the General Ledger (G/L)
• Work closely with HR Business Partners, ensuring accurate employee information is entered into the system, including benefit elections, W4 forms, direct deposit, payroll deductions, and other new hire information
• Reconcile W-2 forms, ensuring accurate entry of all compensation transactions as well as both quarterly Federal and State returns and amendments
• Verify hours from timekeeping systems are loaded correctly into payroll and monitor payroll activity for both exceptions and inaccuracies, correcting them as payroll is processed
• Track and calculate all outside wage garnishment requests or judgments on an individual’s paycheck when required
• Respond to employee questions regarding pay, paid time off, deductions, garnishments, timekeeping, and other related items
• Assist in tax calculations and filing activities as per state and federal regulations
• Calculate and process payroll adjustments for employees on different types of leave
• Respond to all requests for employment verification
• Support internal and external audit requests
• Analyze processes and procedures for maximum efficiency and effectiveness
• Assist in configuring and maintaining data, forms, and fields in Company HRIS system and intranet
• Advocates for our company culture and ensure culture is central in the choices we make, and the advice HR provides to the company.
• Manages special projects that have functional or company-wide impact.
• Other duties or projects as assigned.

Requirements

Key Competencies

• Attention to detail: Proven ability to be accurate in work, and to work effectively with large amounts of data and perform analysis of payroll data to provide statistical information/data to leadership.
• Flexibility: You should be willing to learn new technologies and adapt quickly to changes in both priorities as well as the working environment. You should be able to teach or assist others as needed and roll up your sleeves to get the job done.
• Time management: Self-starter with the ability to manage multiple priorities simultaneously, meet deadlines, remain organized, and focused on work in a dynamic work environment. You should also be able to manage your own tasks and time within a small team environment.
• Customer Service: Passion for delivering exemplary service. Ability to establish and maintain effective working relationships with internal and external customers. You should also be collaborative and exhibit a positive attitude toward your work and colleagues.
• Communication: Demonstrated ability to interact respectfully with all colleagues and customers. Clear and concise written and verbal communication skills are essential along with the ability to listen intently to others.
• Discretion: Possess ability to maintain confidentiality and keep sensitive employee information to oneself or with only those who need to know.

Education, Experience and Certifications

• Associate's degree in business, accounting, finance or other related field; or high school diploma (or equivalent) and 3 years of related work experience
• Minimum of 3 years of experience processing multi-state, multi-pay group payroll for 500+ employees.
• Experience with Certified Payroll and calculation of fringe benefits.
• Familiarity with Paylocity is highly desired
• Demonstrated knowledge of and experience with the application of state and federal payroll taxes as well as Department of Labor (DOL) regulations
• Familiarity with multi-state tax registrations and filings
• Advanced proficiency and comfort with technology, including using Microsoft Office Suite products (specifically Excel) and various HRIS systems

Salary

$62,000 - $80,000