Payroll Specialist - Remote

Charter Impact is a dynamic organization dedicated to empowering mission-driven entities to realize their goals through tailored support in finance, operations, and business management. Our approach emphasizes enthusiastic collaboration within our team and with our clients to effectively serve their communities. As a remote-first company with a growing national presence, we foster innovation, teamwork, and a shared commitment to making a meaningful impact.

About the role

The Payroll Specialist at Charter Impact is a key member of our finance team responsible for managing all payroll-related functions for our clients. This role involves providing comprehensive training to client staff on payroll processes, entering new hires, managing employee changes, and maintaining clear communication to ensure accurate and timely payroll processing. The Payroll Specialist may work remotely, primarily serving clients in states including Arizona, California, Colorado, Connecticut, Idaho, Illinois, Nevada, Oregon, South Dakota, Texas, Utah, and Washington, with occasional on-site visits for payroll processing, training, or departmental meetings.

Responsibilities

• Communicate with assigned clients, providing training on payroll processes to ensure compliance and understanding
• Collect, review, and enter payroll data including new hires, employee changes, and pay adjustments
• Ensure accuracy of payroll reports before submission
• Assist clients with calculations related to final checks and other payroll-related payments
• Prepare and remit retirement plan contributions and reports, including 403(b)/401(k) and pension plans like STRS/PERS
• Collaborate with Staff Accountants to reconcile payroll liability accounts such as 403(b)/401(k) payable, STRS, PERS, accrued vacation, garnishments, and insurance payable
• Create, update, and distribute payroll calendars and reminders for clients
• Review client paperwork for new hires and changes, entering data accurately into payroll systems
• Research membership types for new hires on relevant pension websites
• Maintain organized payroll documentation and files for audits and record-keeping
• Generate post-payroll backup reports and ad hoc reports as requested by clients
• Support year-end audits by preparing necessary workpapers and documentation
• Develop and update standard operating procedures to improve process efficiency using latest industry practices
• Perform additional duties or projects as assigned to support departmental goals

Qualifications

• High school diploma or equivalent required
• Payroll-related coursework or certification is a plus
• At least three years of payroll processing experience preferred
• Experience with quarterly payroll tax returns is advantageous
• Proficiency with third-party payroll systems such as ADP, Paycor, Paycom, Paychex, UKG Ready
• Knowledge of financial and accounting record-keeping practices
• Intermediate knowledge of payroll laws, wage, and hour regulations
• Strong Microsoft Office skills, especially Excel (X-Lookups, pivot tables, formulas)
• Excellent communication skills, both oral and written
• Detail-oriented with the ability to manage multi-state payroll processing
• Ability to adapt quickly to changing processes and regulations
• Ability to work independently following instructions accurately
• HR experience, nonprofit, charter school, or education sector experience is a plus

Benefits

• Remote-first work environment with flexible scheduling options
• Company-issued laptop and essential equipment provided
• Comprehensive health, dental, vision, and life insurance plans
• 401(k) retirement plan with company matching contributions
• Employee Assistance Program offering mental health, legal, and financial resources
• Generous vacation allowance of up to four weeks per year, plus 11 paid holidays and winter break
• Opportunities for virtual and in-person team-building events
• Employee discounts, voluntary pet insurance, and referral bonus programs