Senior Payroll Assistant

Who We Are

The Outreach Team is the national engine of campaigners and organizers powering the progressive movement. With an on-the-ground presence in communities all across the country, our world-class team runs successful civic engagement campaigns to build a future that is fairer, healthier, safer, and more peaceful for everyone.
As an equal opportunity employer, we strongly encourage applications from Black, Indigenous, and people of color, women, people with previous felony convictions, and LGBTQIA+ community members.

General Overview

The Specialized Payroll Associate is a part-time support role for someone who loves payroll administration, data accuracy, and detail-oriented work. This position reports directly to the Senior Payroll Coordinator and provides essential support for all payroll operations at The Outreach Team.

This role has no staff management responsibilities. Instead, the Specialized Payroll Associate focuses on executing payroll tasks with precision, maintaining data accuracy across systems, supporting biweekly payroll cycles, and assisting with administrative functions that keep the payroll operation running smoothly. The ideal candidate thrives in administrative roles, enjoys working with numbers and systems, takes pride in error-free work, and wants to build expertise in payroll operations while supporting a mission-driven organization.

Location and Timeline: This is a part-time, remote position. Due to state payroll and employment regulations, candidates must be based in one of the following states: Arizona, California, Colorado, Florida, Georgia, Illinois, Indiana, Maine, Maryland, Massachusetts, Michigan, Minnesota, Missouri, Nevada, New Hampshire, New Jersey, New Mexico, New York, North Carolina, Ohio, Oregon, Pennsylvania, Texas, Virginia, Washington, Washington D.C., or Wisconsin. The position begins immediately upon successful completion of background check.

Supporting the Payroll Cycle

• Assist the Senior Payroll Coordinator with biweekly payroll processing for field staff across multiple states and campaigns
• Process paysheets by reviewing submitted hours, checking for errors or inconsistencies, and preparing data for upload into ADP
• Upload payroll data into ADP Workforce Now accurately and on schedule, following established protocols and quality check procedures
• Support payroll deadline management by tracking submission timelines, following up on missing information, and ensuring all data is ready for processing
• Provide backup capacity during high-volume periods when multiple campaigns are running simultaneously and payroll volume increases

Data Accuracy and Quality Checks

• Conduct daily data accuracy checks across payroll systems to identify and flag discrepancies, missing information, or formatting errors
• Review paysheets for completeness, accuracy, and compliance with campaign-specific pay structures before processing
• Cross-reference data between source documents (timesheets, paysheets) and ADP to ensure information is entered correctly
• Maintain organized tracking systems for payroll submissions, corrections, and follow-ups to ensure nothing falls through the cracks
• Flag data quality issues proactively to the Senior Payroll Coordinator so they can be resolved before they affect employee paychecks

ADP and Systems Support

• Troubleshoot common ADP issues with guidance from the Senior Payroll Coordinator, including login problems, data upload errors, and report generation
• Learn and maintain proficiency in ADP Workforce Now and other payroll-related systems used by The Outreach Team
• Generate standard reports from ADP as needed to support payroll operations, audits, and record-keeping
• Contribute to process improvement efforts by identifying system inefficiencies and suggesting workflow enhancements
• Maintain organized digital files and documentation in Google Drive to ensure payroll information is accessible and well-organized

Administrative Support and Documentation

• Answer basic payroll questions from field teams via email and Slack, providing clear, helpful information about pay dates, deductions, and how to access pay stubs
• Escalate complex questions, policy issues, or sensitive situations to the Senior Payroll Coordinator appropriately
• Maintain and update payroll process documentation to reflect current workflows, ensuring procedures are clearly documented for training and reference
• Support the Senior Payroll Coordinator with special projects such as year-end reporting, audit preparation, or system transitions
• Maintain accurate administrative records including payroll calendars, submission logs, and compliance documentation
• Provide general administrative support to the payroll function as needed during busy periods

Qualifications

• You have at least two years of experience in payroll processing, administrative support, or operations roles where accuracy and attention to detail were critical
• Fluency in G Suite, particularly Google Sheets
• Extremely detail-oriented: you catch small and large errors that most people miss
• ADP experience preferred, but not required
• Demonstrated experience centering equity and justice in your work

Compensation

Hourly Rate: $24/hour

Hours: Up to 25 hours per week; current average is approximately 12 hours per week

At The Outreach Team, we prioritize equity and inclusion. We are an equal opportunity employer and we strongly encourage Black, indigenous, people of color, women, people with previous felony convictions, members of the LGBTQIA+ community, and others who identify with underrepresented groups to apply.

Please note: We want to hire people of all gender identities. This hiring platform (JazzHR) does not allow us to add in specific options for gender identities outside of the binary, but we are currently working with them to find a solution.

Originally posted on Himalayas