Payroll Specialist

About the Role

At Heartland Veterinary Partners, our mission is centered around elevating the lives of veterinarians and their teams. By partnering with Heartland, practice owners unlock operational advantages and economies of scale while retaining clinical autonomy. We foster an environment that nurtures growth, invests in employees, and creates pathways for professional development. The Heartland promise extends to non-clinical facets like recruiting, human resources, marketing, procurement, payables management, accounting, finance, and information technology—allowing partners to focus on providing optimal patient care.

As a dedicated member of our Support Center, you'll contribute to this mission. The Heartland philosophy is built on Servant Leadership, emphasizing selfless service and unwavering commitment to support. If this resonates with your values, we’d like to connect.

Competencies

• Authentic Listening: Continually listening with an open mind and heart to what is said and unsaid.
• Building Community: Bringing team members together around our collective purpose and commitment to communities.
• Commitment to the Growth of People: Dedicated to the personal and professional development of our team.
• Conceptualization: Forward-thinking with an end-to-end view of work and challenges.
• Empathy: Demonstrating understanding, assuming positive intentions.
• Foresight: Integrating past, present, and future into decision-making.
• Healing: Supporting emotional and physical health, ensuring work-life balance.
• Persuasion: Building group consensus and buy-in.
• Self-Awareness: Conscious of personal character, emotions, and leadership impact.
• Stewardship: Concern for team members, customers, communities, and the organization.

Responsibilities

• Serve as the primary payroll contact for assigned states, providing exceptional customer service and timely issue resolution.
• Process semi-monthly payroll for 4,500+ employees, ensuring accuracy, compliance, and adherence to deadlines.
• Manage all off-cycle payrolls, special payments, and manual ACH requests.
• Maintain and electronically store employee payroll records in accordance with company policies and regulatory requirements.
• Accurately enter and maintain employee payroll and tax information in ADP Workforce Now and applicable third-party systems.
• Prepare ad hoc reports and payroll analytics as requested by management.
• Assist with payroll-related journal entries and support accounting and reconciliation processes.
• Participate in continuous process improvement initiatives to enhance payroll efficiency, accuracy, and compliance.
• Conduct payroll-related training and support for newly hired managers and supervisors.
• Respond to employee inquiries regarding payroll, tax withholding, earnings, deductions, discrepancies, and pay adjustments.
• Administer wage garnishments, child support orders, tax levies, and other court-ordered deductions in compliance with federal and state regulations.
• Serve as a resource for multi-state payroll tax compliance, including federal, state, and local tax withholding requirements.
• Complete and manage state and local payroll tax registrations, unemployment registrations, and account maintenance for new employee work locations.
• Work directly with state agencies and tax authorities to establish, update, and maintain employer tax accounts.
• Perform other duties and special projects as assigned by management.

Requirements

• Strong Microsoft Excel skills, including Pivot Tables, VLOOKUP/XLOOKUP, and data analysis functions.
• Knowledge of multi-state payroll tax regulations, payroll tax withholding, and state registration requirements.
• Experience processing payroll in a high-volume environment.
• Exceptional organizational, analytical, and multitasking skills with strong attention to detail.
• Ability to handle confidential and sensitive information with discretion and professionalism.
• Minimum of 2 years of payroll experience required.
• Experience with ADP Workforce Now preferred.
• Strong written and verbal communication skills.
• Ability to work effectively in a fast-paced, deadline-driven environment.
• Healthcare and/or facilities-based payroll experience is a plus.
• Knowledge of wage garnishments, child support orders, and payroll compliance requirements preferred.

Benefits

• Physical wellness: Health, dental, vision, voluntary life and disability programs, and discounted gym memberships.
• Mental wellness: Paid time off, flexible work schedules, and Employee Assistance Program (EAP).
• Financial wellness: Bonus incentives, retirement accounts, retail discounts, and access to financial planning tools.
• Professional wellness: Learning and career development solutions.

Pay

USD $55,000.00 - USD $65,000.00 / year.

Schedule

Full-time, on-site role located at our Chicago office.