Payroll Specialist

JOB TITLE: Payroll Specialist

FLSA STATUS: Non-Exempt

SCHEDULE: M-F, 37.5 hrs./week

LOCATION: Kansas City, MO

REPORTS TO: Payroll & HR Systems Manager

POSITION SUMMARY:

Under general supervision, the Payroll Specialist supports accurate and timely multi-state payroll processing and related payroll administration activities for the Firm. The position processes payroll transactions, reviews and reconciles payroll data, maintains employee records, supports benefits and deduction administration, and assists with payroll reporting and compliance. The Payroll Specialist also provides backup support for complex pay groups, investigates payroll discrepancies, and responds to employee inquiries.

The position works with Finance & Accounting, Human Resources, Benefits, employees, and external providers to coordinate payroll information, resolve processing issues, and maintain accurate payroll records in accordance with established procedures and applicable regulations.

COMPENSATION: At Spencer Fane, we carefully consider a wide range of factors when determining compensation, including but not limited to location, skillset, experience, training, licenses, certifications and other business or organizational needs. Compensation will be determined based on the above factors along with the requirements of the position. We expect the hourly rate for this position to be between $35.00 and $40.00.

BENEFITS: Medical, Vision, Dental, PTO, 401k, Life, Disability.

PRIMARY RESPONSIBILITIES:

Payroll Processing & Administration

• Support high-volume, multi-state payroll processing across multiple pay groups, including reviewing payroll inputs, validating employee information, and identifying discrepancies.
• Process payroll transactions, including tax withholding changes, wage garnishments, direct deposits, deductions, and other payroll adjustments.
• Prepare manual checks and off-cycle payments for review by the manager, and process employee terminations, including final pay, PTO payouts, and applicable deductions.
• Provide backup support for complex pay groups, including validating payroll calculations and completing assigned processing activities within established deadlines.

Payroll Reconciliation & Benefits Administration

• Review payroll reports, audit transactions, and reconcile payroll data to identify and resolve discrepancies.
• Review and process deduction changes associated with annual benefits open enrollment, employee benefit elections, and retirement plan updates.
• Reconcile insurance premiums, 401(k) contributions, and other payroll-related deductions against supporting records and provider reports.

Payroll Compliance & Reporting

• Apply established procedures and applicable federal, state, and local payroll requirements when processing wages, deductions, adjustments, and final payments.
• Prepare assigned payroll-related reports, including EEO-1 and required state and federal wage-related reporting.
• Assist with employment verification requests, payroll audits, and maintaining payroll records and documentation in accordance with Firm policies and applicable requirements.

Employee Support & Payroll Systems

• Monitor the Payroll mailbox, respond to employee inquiries, and research and resolve discrepancies involving earnings, deductions, taxes, and other payroll matters.
• Coordinate with Human Resources, Benefits, Finance & Accounting, and external providers to validate payroll information and resolve processing issues.
• Maintain employee payroll records within UKG Pro and UKG Workforce Management (WFM), including processing authorized changes and reviewing system data for accuracy.
• Identify payroll discrepancies requiring additional review, communicate findings to the manager, and maintain confidentiality of employee payroll and personal information.
• Perform other duties and responsibilities as assigned.

QUALIFICATION/SKILLS:

• Education: Associate’s degree or higher in business or accounting preferred.
• Experience: Minimum of 5 years of high-volume payroll processing experience across multiple pay groups, including payroll transactions, adjustments, deductions, and reconciliations.
• Multi-State Payroll & Regulatory Knowledge: Experience processing multi-state payroll, including California, with working knowledge of federal, state, and local wage and hour requirements, FLSA, payroll taxes, garnishments, and final pay regulations.
• Payroll Systems & Technical Skills: Experience with UKG Pro and UKG Workforce Management (WFM) strongly preferred. Advanced Excel skills, including pivot tables, lookup functions, formulas, and data reconciliation.
• Benefits & Variable Compensation: Knowledge of benefit deductions, retirement contributions, and applicable benefits regulations, including COBRA, ERISA, and ACA. Experience processing bonuses, commissions, or other variable compensation is strongly preferred.
• Data Accuracy & Problem-Solving: Skilled in reviewing and reconciling payroll information, researching discrepancies, validating corrections, and resolving payroll issues within established procedures.
• Organization & Communication: Coordinates multiple payroll activities and deadlines while communicating payroll information, addressing employee inquiries, and working with internal stakeholders and external providers.
• Confidentiality: Maintains the security and confidentiality of employee compensation, payroll, tax, banking, and personal information.

PHYSICAL REQUIREMENTS:

• Mobility: Position is generally sedentary in nature; involves sitting most of the time, but may involve the need for inter-office mobility for brief periods of time.
• Ability to occasionally or routinely lift up to 10 – 20 lbs.
• Communication: Ability to effectively communicate.
• Manual Dexterity: Ability to perform repetitive motions required.
• Vision: Ability to see and read PC screens, detect color coding, read fine print, and/or normal type size print.

DISCLAIMER:

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.