Payroll Specialist


Exercising discretion and independent judgement, manages and/or assists with centralized accounting functions directly related to the business of the YMCA including but not limited to payroll, general ledger, month-end processing and the annual budget process.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.


  • Using relevant knowledge and expertise, manages the Association’s payroll functions to ensure staff are paid in an accurate, legal and timely manner.
  • Accurately performs processes to enter and audit information in the payroll and accounting systems.
  • Serves as the primary point of contact for staff, contractors and supervisors in matters related to time/attendance, deductions and payroll processing.  Using discretion and independent judgement resolves conflicts.
  • Prepares pay data such as garnishments, PTO, insurance and retirement deductions.
  • Composes and remits taxes, garnishment withholdings, retirement and other filings.
  • Prepares system for W-2 distribution and year-end duties.
  • Documents any discrepancies to maintain a clear record of reconciliation and adjustments.
  • Works with current vendors and bank to resolve technical issues related to time/attendance, payroll deductions and other pay related issues.
  • Trains staff and provides ongoing instruction on use of the time/attendance and payroll software including entering time, approving timecards, etc.
  • Assumes a lead role in managing the implementation process of enhancements and upgrades to the payroll software.  Collaborates with users and provides, input, guidance and leadership.


  • Performs month-end financial responsibilities including reconciliations of bank accounts and other general ledger account reconciliations to subsidiary schedules without direct oversight and using independent discretion and judgement.
  • Monitors the general fund and payroll accounts for stale checks and uses personal judgement to determine the appropriate course of action and disposition of individual items.
  • Downloads daily accounting data from membership and program software systems and uploads into the accounting software system. Any variances or discrepancies are analyzed and resolved in all appropriate systems.
  • Prepares journal entries to record miscellaneous bank deposits.
  • Prepares and records monthly general journal entries.
  • Assist with the annual budget process by analyzing branch budgets and noting discrepancies.
  • Provides administrative support to the Accounting Manager and CFO.
  • Assists with the preparation of year-end schedules and other required tasks related to the year-end audit.


  • Compiles, maintains and submits or distributes external and internal reports.
  • Maintains a working knowledge of the databases related to the job functions (e.g., HR/payroll, accounting, membership, etc.) Takes initiative to remain up to date on the capabilities of the systems and actively implements into department processes/procedures.
  • Uses creativity and initiative to generate and propose ideas and best practices that keep the operations of the department up to date and efficient.  Conducts research as needed.  
  • Provides back-up assistance to other staff within the Accounting Department  
  • Maintains flexibility as workloads change throughout the department and assumes responsibilities to support the ongoing success of the YMCA as a whole.  
  • Receives and carries out instructions.
  • Receives and protects confidential information
  • Maintains regular and predictable attendance.  
  • Performs special projects and other related duties as needed or assigned by management.


  • Ability to read, write, talk, see and hear. 
  • Ability to add, subtract, multiply and divide.
  • Ability to exhibit initiative, responsibility and flexibility and maintain organization and detail in a changing environment.
  • Knowledgeable in accounting, financial and payroll procedures.
  • General knowledge and proficient use of a computer and computer programs to include MS Office products including proficient use and experience with spreadsheets.
  • Ability to perform multiple tasks and handle multiple projects at one time.
  • Ability to maintain a high level of detail.
  • Ability to work with all levels of YMCA staff, members and program participants and establish effective working relationships.
  • Possesses a strong understanding of the YMCA and its purpose, mission and values.  Demonstrates this understanding through behavior and actions that support the purpose, mission and values.
  • Performs other activities and duties as needed that address the ongoing health and well-being of our staff and members, including but not limited to housekeeping, sanitation, etc. throughout all YMCA buildings and program areas.

Bachelor’s degree in accounting field or equivalent experience.