Payroll Specialist

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.

About the role

This position is responsible for all payroll-related functions for Charter Impact’s clients. As a Payroll Specialist, you will provide training to client staff, enter new hires and employee changes, handle client communication, and ensure consistent and accurate payroll processing. The role also includes payroll tax and vacation/PTO tracking, reconciling payroll-related accounts such as health insurance deductions, withholdings, and garnishments. Occasional on-site payroll processing, departmental trainings, and meetings may be required. This position is remote for 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 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, which may also include STRS/PERS pension plans.
• Collaborate with Staff Accountants to reconcile payroll-related liability accounts before month-end closing, including:
  • 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 and send payroll due date reminders.
• Review client paperwork and enter new hires and changes into payroll systems, including address changes, pay changes, W-4 changes, and insurance/retirement deduction changes.
• Research STRS website for membership type for all client new hires.
• File payroll documents on the internal server.
• Run post-payroll backup reports for AP checks, including 403b contributions, garnishments, and manual checks.
• Run ad hoc reports for clients upon request.
• Gather backup documentation for audits and prepare audit workpapers related to payroll for year-end audits.
• 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.
• 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.

Benefits

• Remote-first flexibility: Work where you do your best work, with flexible, remote, and hybrid options depending on role. Company-issued laptop and essential equipment provided.
• Comprehensive, competitive benefits: Medical, dental, vision, and life insurance, plus multiple plan options.
• Financial wellness & retirement: 401(k) with company match.
• 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.
• Extra perks: Employee discounts, voluntary pet insurance, and an employee referral bonus program.

Pay

This position has a base hourly rate of $28.00 - $32.00 per hour, with the opportunity to earn an annual discretionary bonus. The amount a particular employee will earn within the salary range will be based on factors such as relevant education, qualifications, performance, business needs, and business results.