Payroll Specialist

Job description

**About the Company:** Charter Impact empowers mission-driven organizations to achieve their goals through personalized support in finance, operations, and business management. We accomplish this through enthusiastic collaboration within our team and with our clients to support their communities. We are a remote first company growing on a national scale and are continuously seeking qualified candidates to join us. Ideal candidates will be highly motivated professionals who are committed to supporting the team in an environment of growth and change. **Role Summary:** This position is responsible for all payroll-related functions for Charter Impact’s clients. As a Payroll Specialist, this position is responsible for providing training to client staff, entering new hires, employee changes, client communication and ensuring consistent and accurate payroll processing. This position is also responsible for payroll tax and vacation/PTO tracking, reconciling all payroll related accounts such as health insurance deductions, withholdings and garnishments. The Payroll Specialist position may work a remote schedule, with the exception of occasional on-site payroll processing, and departmental trainings and meetings thereafter. This position is remote to candidates based in AZ, CA, CO, CT, ID, IL, NV, OR, SD, TX, UT and/or WA. ### 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.