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Payroll Specialist

Company Overview:

Vital Proteins is an emerging, dynamic brand consisting of a team of passionate individuals who believe whole food based nutrition is essential for overall health, fitness and wellbeing. Our team is comprised of intelligent and innovative individuals who have grit, passion, and perseverance to achieve goals, who work collaboratively and with speed to ensure creativity, success, and global growth. Vital Proteins seeks to develop and support the right people, with the right chemistry, who continually ask questions, and in turn will develop and tactically execute good ideas. We are looking for individuals that can perform at a high level, and execute quickly and efficiently. Building a great company is our goal and finding high quality individuals is of utmost importance to us. 


The Payroll Specialist will be the go-to expert on all things payroll and HRIS for all locations and serve as a resource for management and employees.  You must have a broad understanding of payroll best practices and be comfortable working within a fast-paced, growing company.  This role will interact regularly with employees of every level and will help support HR team initiatives and projects as well. You must be obsessed with details and deliver world class customer/employee support while creatively problem solving. You will report to the HR Manager and work out of the West Loop corporate headquarters.  

What you will be responsible for: 

  • Process multi-state and multi-country payrolls timely and accurately, including new hires, transfers or promotions, and terminations in accordance with applicable regulations. 
  • Manage status change forms, obtain necessary manager approval(s) and enter changes into the HRIS for new hires, terminations, rate changes, and promotions.
  • Partner with our Professional Employment Organizations (PEOs), validating employee rate change and adjustment calculations are processed correctly. 
  • Partner with PEOs to submit garnishments, respond to unemployment claims and submit verification of employment requests.
  • Collaborate with internal HR teams and PEOs for data integrity and system alignment.
  • Continuously review local, state, federal, and international laws to ensure systems and processes are compliant. Communicate upcoming compliance changes with HR team. 
  • Conduct regular audits of overtime, vacation, paid sick time balances, etc. and correct or follow-up with managers as needed. 
  • Train and guide new employees/managers on HRIS/Payroll/Time and Attendance systems.
  • Support the creation and implementation of various HR policies including creating PTO and Sick plans in accordance with country, state, and local ordinances. 
  • Manage all Leave of Absences; coordinate with benefit providers, ensure applicable communications are sent, review available time, verify applicable payments are processed, and engage with HR VP and Manager on accommodation requests. 
  • Manage all Workers’ Compensation claims, including intake conversations with employees, filing claims with the insurance provider, and ensuring proper documentation and return to work releases are received. 
  • Respond to all employee inquiries regarding pay, time off, and HRIS matters. 
  • Provide leadership with weekly, monthly, quarterly, and year-end management reports.
  • Assist with completion and submission of compliance reporting including ACA, EEO-1, and OSHA 300. 
  • Perform periodic internal audits of various payroll areas and prepares materials for external or internal auditors.
  • Maintain proper HR documentation and employee-related files with a focus on risk and compliance alignment.
  • Critically review and analyze current procedures in order to recommend and implement changes leading to best-practice operations.
  • Assists with special projects as needed.

Who you are: 

  • 5+ years of previous payroll experience in both a PEO and non-PEO environment, in a fast-growing, multi-country, multi-state organization preferred.
  • Bachelor's degree required.
  • Experience managing vendor relationships effectively.
  • Experience with implementing various HR systems.
  • Superior knowledge of payroll best practices with a desire for continuous improvement.
  • Possess a high level of accountability and ability to execute tactical projects and recommend and plan strategy.
  • Excellent communication skills (verbal, written and presentation); and comfortable interacting with all levels of employees.
  • Proven experience in providing the highest levels of client service internally and externally.
  • Organized self-starter with strong attention to detail and ability to prioritize work.
  • Ability to handle sensitive information confidentially and with discretion.
  • Superior technical/computer skills including Excel, Word, and Google Suite.
  • Ability to have fun and thrive in a fast-paced changing environment!
  • You have an entrepreneurial spirit with a passion for health and wellness!
  • You must be able to read, write, and understand English.

Vital Proteins is proud to be an equal employment opportunity employer

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