Payroll Specialist

PuzzleHR; Northern (KY); Hybrid; USD 60,000 - 80,000; Full time

Job summary

You will analyze procedures, implement improvements, prepare client-facing payroll documents, and collaborate with cross-functional teams to ensure seamless onboarding and standardized workflows.

Qualifications

• Hands-on payroll processing experience in the vendor-specific system.
• Advanced Microsoft Excel proficiency for auditing and reconciling large data sets.
• Experience with payroll balancing, retro calculations, and data validation.
• Strong knowledge of formulas (VLOOKUP/XLOOKUP, SUMIF(S), COUNTIF(S)) and pivot tables.
• Ability to manage client-facing payroll communications.
• Ability to work independently in a fast-paced environment.

Responsibilities

• Process end-to-end payrolls for multiple clients using the vendor-specific platform.
• Audit payroll data for accuracy including earnings, deductions, and accruals.
• Perform payroll balancing to ensure precise processing.
• Manage payroll changes for hires, terminations, and compensation updates.
• Process off-cycle payrolls, bonuses, commissions, and retroactive adjustments.
• Support payroll imports, integrations, and timekeeping data reviews.
• Partner with clients to collect, validate, and process inputs.
• Support onboarding activities by documenting client payroll workflows and calendars.
• Analyze procedures and recommend improvements for efficiency and standardization.
• Develop client-specific payroll SOPs and documentation.
• Collaborate to transition payroll operations to standardized workflows.

Skills

Payroll processing

Excel proficiency

VLOOKUP/XLOOKUP

Data analysis

Client communications

Time management

Education

Bachelor’s degree in HR/Business/Finance

Tools

Vendor-specific payroll platform

Job description

In this unique and rewarding position, the Payroll Specialist supports and oversees payroll operations for assigned clients utilizing a vendor-specific platform. This role is responsible for processing accurate and timely payroll, maintaining payroll data integrity, and executing payroll transactions in alignment with established processes and service expectations.

The Payroll Specialist applies payroll expertise to recommend process enhancements, implement best practices, and support continuous improvement efforts. This position serves as a liaison between clients and their payroll technology, supporting payroll operations, onboarding activities, payroll workflow optimization, and process standardization initiatives while executing payroll tasks, system updates, and client requests and delivering a high-quality service experience.

Job Duties

• Process end-to-end payrolls for multiple clients using the vendor-specific platform.
• Audit payroll data for accuracy, including earnings, deductions, and accruals.
• Perform payroll balancing to ensure precise and error-free processing.
• Manage payroll changes such as new hires, terminations, compensation updates, and earnings/deduction changes within the vendor’s systems.
• Process off-cycle payrolls, bonuses, commissions, and retroactive adjustments.
• Support payroll imports, integrations, and timekeeping data reviews within the vendor-specific system.
• Partner with clients to collect, validate, and process payroll inputs.
• Support new client onboarding activities by learning and documenting client payroll workflows, payroll calendars, and operational processes.
• Analyze client payroll procedures and recommend process improvements to enhance efficiency, accuracy, and long-term service scalability.
• Develop and maintain detailed client-specific payroll SOPs, onboarding documentation, and payroll process records to support operational continuity and service consistency.
• Collaborate with clients to transition payroll operations into standardized and supportable workflows aligned with PuzzleHR service practices.
• Research and resolve payroll discrepancies and client payroll inquiries.
• Participate in payroll projects, system optimizations, and client onboarding activities as needed.
• Collaborate cross-functionally with internal teams to support payroll processing, data accuracy, and timely resolution of payroll-related items.
• Other duties as assigned.

Required Skills

• Hands-on payroll processing experience in the vendor-specific system.
• Advanced Microsoft Excel proficiency required, including the ability to audit, manipulate, and reconcile large payroll data sets.
• Experience using Excel for payroll balancing, variance analysis, retro calculations, and data validation.
• Strong working knowledge of formulas such as VLOOKUP/XLOOKUP, SUMIF(S), COUNTIF(S), IF statements, and pivot tables.
• Ability to import/export payroll files and review data feeds using Excel.
• Experience managing client-facing payroll communications.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to manage multiple payrolls in a deadline-driven environment.
• Proven problem-solving skills with the ability to navigate complex payroll scenarios.
• Ability to work independently and collaboratively in a fast-paced environment.
• Ability to analyze payroll workflows and identify opportunities for operational improvement and process standardization.
• Strong documentation and organizational skills with the ability to develop detailed client-specific payroll procedures and SOPs.
• Experience supporting payroll onboarding, operational transitions, or payroll process implementation activities preferred.

Education and Experience

• Bachelor’s degree in Human Resources, Business, Finance, or related field — or equivalent experience preferred.
• Five (5) or more years of payroll processing experience preferred.
• Two (2) to four (4) years of direct vendor-specific payroll experience required.
• Working knowledge of payroll principles, practices, and procedures.
• Benefits and earnings/deduction configuration experience preferred.
• Client payroll onboarding or implementation experience preferred.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to move up to 15 pounds at times.
• Must be able to participate in video conferences/meetings.

We are an equal opportunity employer and do not discriminate based on race, color, religion, sex, national origin, age, disability, genetic information, or any other protected status under applicable law. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this role.