Payroll Specialist

Codman Square Health Center Inc • Boston, MA

1d • $26 - $46

About The Position

Codman Square Health Center (CSHC), a Federally Qualified Health Center serving Dorchester, Massachusetts, and surrounding neighborhoods, seeks a Payroll Specialist to serve as the organization’s primary payroll resource. The role is responsible for accurate and timely payroll processing for approximately 300 employees and for payroll-related activities including grant-funded payroll allocations, employee support, compliance, tax administration, benefit deductions, reporting, reconciliations, and Paylocity administration.

Working closely with Finance, Human Resources, and organizational leadership, the Payroll Specialist ensures employees are paid accurately and on time, payroll expenses are properly allocated across grants and funding sources, and records are maintained according to organizational policies and regulatory requirements. The successful candidate brings technical payroll expertise, customer service skills, accuracy, and a commitment to compliance and continuous improvement.

Requirements

• Minimum of 3–5 years of payroll processing experience.
• Experience independently managing full-cycle payroll.
• Experience processing payroll for organizations with approximately 300 or more employees.
• Strong knowledge of payroll laws, tax regulations, and wage-and-hour compliance requirements.
• Demonstrated ability to provide exceptional customer service and resolve employee payroll concerns accurately, promptly, and discreetly.
• Strong analytical, organizational, and problem-solving abilities.
• High degree of accuracy and attention to detail.
• Ability to maintain confidentiality and handle sensitive information.
• Proficiency with Microsoft Excel and Microsoft Office applications.
• Experience administering payroll allocations across multiple grants and funding sources.
• Knowledge of payroll accounting and general ledger reconciliations.
• Ability to stand or sit for prolonged periods (at least 50% of the time), lift up to 25 pounds and load it onto shelves, and perform frequent reading and computer use.

Nice To Haves

• Experience with Paylocity payroll software.
• Experience in a nonprofit, healthcare, or grant-funded environment.
• Certified Payroll Professional (CPP) designation or willingness to obtain certification.

Responsibilities

• Process accurate and timely bi-weekly payroll for approximately 300 employees.
• Review and audit payroll data for new hires, terminations, pay rate changes, promotions, transfers, and employee status changes.
• Verify employee time records and compliance with organizational policies.
• Process payroll adjustments, retroactive pay, bonuses, off-cycle payrolls, and manual checks as needed.
• Administer direct deposits, wage garnishments, child support orders, tax levies, and other payroll deductions.
• Maintain payroll records and supporting documentation; review and reconcile payroll registers before processing.
• Process and maintain payroll allocations for employees funded through federal, state, local, and private grants.
• Distribute payroll expenses among grants, programs, departments, and funding sources, and review allocations for accuracy and compliance.
• Maintain grant payroll documentation and assist with grant reporting, reimbursement requests, budget monitoring, audits, and compliance reviews.
• Collaborate with Finance and Program leadership to maintain compliant grant payroll allocations.
• Serve as the primary contact for employee payroll inquiries and provide professional customer service.
• Explain pay statements, tax withholding elections, direct deposit changes, benefit deductions, and payroll procedures to employees.
• Investigate and resolve payroll discrepancies and employee concerns in a timely manner while maintaining confidentiality.
• Administer payroll functions in Paylocity, maintain employee records and system configurations, troubleshoot issues, and coordinate with Paylocity support as needed.
• Assist with testing, implementation, and optimization of payroll processes and system enhancements; train managers and employees on payroll self-service functionality.
• Ensure compliance with federal, state, and local payroll laws and regulations, and monitor payroll tax withholding and reporting requirements.
• Support year-end payroll activities, including W-2 preparation and verification, and maintain records in accordance with regulatory and organizational requirements.
• Process benefit deductions and payroll-related benefit changes, including health insurance, retirement plans, flexible spending accounts, and other deductions.
• Coordinate deduction changes with Human Resources and benefit providers, and reconcile payroll deductions and benefit-related liabilities.
• Reconcile payroll registers to the general ledger; prepare payroll journal entries and supporting schedules.
• Assist with monthly, quarterly, and year-end close activities and reconcile payroll liabilities, tax accounts, benefit deductions, and accrued paid leave balances.
• Prepare payroll reports and analyses for management and provide documentation and reconciliations for financial statement and grant-related audits.
• Work with Human Resources, Finance, and departmental leadership to ensure payroll accuracy.
• Assist in developing, documenting, and maintaining payroll procedures and internal controls; identify opportunities to improve payroll efficiency and accuracy.
• Participate in special projects and perform other duties as assigned.

Benefits

• Competitive medical and dental insurance.
• Employer-paid life, accidental death and dismemberment, and long-term disability insurance.
• Retirement 403(b) plan.
• Vacation, holiday, personal, and sick time accruals.
• Flexible spending reimbursement accounts for health and dependent care.
• Educational assistance and tuition reimbursement programs.
• Commuter benefits.
• Opportunities for academic appointment at Boston University or Boston Medical Center.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed