Payroll Specialist

Responsibilities

• Communicate and work with assigned clients (with a combined employee count up to 750), who have varying levels of payroll knowledge, and train them on payroll processes and procedures to ensure ongoing compliance.
• Collect and enter the approved pay information from clients each pay period and review payroll reports for accuracy prior to submission.
• Assist clients with calculation of final checks and other related calculations.
• Prepare and submit retirement reporting and payments including 403(b)/401(k) plans on a timely basis. This may also include STRS/PERS pension plans.
• In collaboration with Staff Accountants, assist with reconciliation of the following payroll-related liability accounts before month-end closing is completed:
• 403(b)/401(k) payable
• STRS – Employer and Employee
• PERS – Employer and Employee
• Accrued vacation payable
• Garnishment payable
• Insurance payable
• Create, update, and distribute payroll calendars to clients.
• Send out payroll due date reminders to clients.
• Review client paperwork and enter new hires and changes into the payroll systems: address changes, pay changes, W-4 changes, insurance/retirement deduction changes.
• For all client new hires, research STRS website for membership type.
• File payroll documents on internal server.
• Run post-payroll backup reports for AP checks: 403b contributions, garnishments, manual checks.
• Run ad hoc reports for clients upon request.
• Gather backup documentation for audits.
• In connection with year-end audit, prepare audit workpapers related to payroll and support audit related work to be done.
• Create and/or maintain standard operating procedures for process improvement and increased efficiency for clients using the latest industry developments and technology.
• Complete other duties or projects as directed.

Requirements

• High school diploma required.
• Payroll-related coursework and/or certification is a plus.
• On-the-job training is provided for internal applicants.
• Three years of payroll processing experience preferred for external applicants.
• Experience processing quarterly payroll tax returns is preferred for external applicants.
• Experience with third-party payroll databases: ADP, Paycor, Paycom, Paychex, UKG Ready Now.
• Knowledge of financial and accounting record-keeping methods and practices.
• Intermediate knowledge of payroll and wage and hour laws.
• Intermediate/Advanced Microsoft Office (Word, Excel, Outlook) skills, including X-Lookups, pivot tables, and formulas.
• Proper and effective use of English grammar and communication skills (oral and written).
• Ability to maintain, encourage, and participate in a close and highly collaborative team environment with clients and staff.
• Strong attention to detail and ability to manage multi-state payroll processing.
• Ability to adapt quickly to change.
• Ability to learn payroll processing rules, regulations, and technical procedures for non-profit organizations and charter schools.
• Ability to understand and carry out directions independently.
• Ability to perform arithmetic calculations accurately and rapidly.
• Ability to identify and correct errors in mathematical computations.
• HR experience is a plus.
• Experience in the charter school, nonprofit, or education sector is a plus.

What's in it for You?

• At Charter Impact, we believe great work happens when people feel supported, trusted, and connected.
• Remote‑first flexibility: Work where you do your best work, with flexible, remote, and hybrid options depending on role. We provide a company‑issued laptop and essential equipment to support a productive setup.
• Comprehensive, competitive benefits: Medical, dental, vision, and life insurance, plus multiple plan options to meet your needs.
• Financial wellness & retirement: 401(k) with company match to help you plan for the future.
• Wellbeing support: Employee Assistance Program (EAP) offering confidential mental health support, counseling, and legal and financial resources for you and your household.
• Time to recharge: Vacation accrual of up to four (4) weeks per year, plus 11 paid company holidays and a winter break from Christmas Day through New Year’s Day.
• Connection & culture: Opportunities to build relationships through virtual and in‑person team events, with colleagues who care deeply about their work and impact.
• Extra perks: Employee discounts, voluntary pet insurance, and an employee referral bonus program.