Payroll Specialist

About Mountain State Oral and Facial Surgery:

Mountain State Oral and Facial Surgery is a premier provider of comprehensive oral and maxillofacial surgical services, serving communities across West Virginia, Virginia, and Kentucky. With over 40 years of experience, our board-certified surgeons offer a full scope of procedures, including dental implants, wisdom teeth removal, corrective jaw surgery, and facial cosmetic surgery. Our nine conveniently located offices are equipped with advanced diagnostic and surgical tools, ensuring patients receive the highest quality care in a comfortable and compassionate environment. At Mountain State, we’re not only dedicated to clinical excellence—we’re also committed to fostering a workplace where employees can thrive throughout every stage of their careers. We’re looking for team-oriented professionals who are passionate about growth and excellence.?

Why Join Us?

• $1,000 Sign-On Bonus
• Competitive wages
• Pay based on experience
• Low-cost medical insurance
• Zero-premium dental and vision insurance
• Employer F.S.A./H.S.A. contributions
• 401(k) with company match
• Generous PTO, paid holidays, and personal time
• Seasonal bonuses and company/partner discounts
• Employer-paid basic life insurance
• Voluntary insurance benefits
• Educational Assistance
• Wellness program and employee assistance program
• Weekday, daytime-only schedule with early-out Fridays!

Join our growing team and be part of a practice that values both patient care and employee well-being.

Job Title: Payroll Specialist

Department: Human Resources / Finance
Reports To: Chief Executive Officer
FLSA Status: Non-Exempt

Position Summary:

The Payroll Specialist is responsible for the accurate and timely processing of payroll across one or more company entities. This role ensures compliance with federal, state, and local regulations, maintains payroll data integrity, supports benefit and 401(k) deductions, and serves as a resource to employees and managers regarding payroll-related matters.

The ideal candidate demonstrates strong attention to detail, confidentiality, regulatory knowledge, and the ability to manage payroll in a multi-state environment.

Essential Duties and Responsibilities

• Payroll Processing
• Process biweekly (or semi-monthly) payroll for multiple entities.
• Review, audit, and reconcile time and attendance data prior to payroll submission.
• Ensure proper calculation of wages, overtime, bonuses, commissions, and shift differentials.
• Validate payroll changes including new hires, terminations, compensation adjustments, and status changes.
• Process off-cycle payrolls as needed.
• Maintain payroll records in compliance with company policy and applicable laws.
• Compliance & Tax Administration
• Ensure compliance with federal, state, and local wage and hour laws.
• Process and remit payroll tax filings and ensure timely tax payments.
• Manage wage garnishments, levies, child support orders, and other court-ordered deductions.
• Support year-end processing including W-2 preparation and reconciliation.
• Assist with audits (internal, external, 401(k), workers’ comp, etc.).
• Benefits & Deductions Administration
• Administer benefit deductions including health insurance, HSA/FSA, and other voluntary benefits.
• Reconcile payroll deductions to carrier invoices.
• Coordinate 401(k) contribution uploads and reconciliation.
• Ensure accurate processing of employer contributions and match calculations.
• Reporting & Reconciliation
• Prepare payroll reports for HR, Finance, and leadership.
• Reconcile payroll general ledger accounts.
• Assist in budgeting and labor cost reporting.
• Maintain accurate accruals for PTO and other leave balances.
• Employee Support
• Respond to employee payroll inquiries in a timely and professional manner.
• Provide payroll-related documentation as requested (employment verifications, wage statements, etc.).
• Educate managers on payroll deadlines and submission procedures.

Education & Experience:

• High School Diploma or GED
• 3+ years of payroll processing experience a plus.
• Experience processing payroll in a multi-state environment preferred.
• Healthcare or professional services experience a plus.

Technical Skills:

• Experience with payroll systems (e.g., Paychex, ADP, UKG, Paycom, etc.).
• Strong proficiency in Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP preferred).
• Familiarity with timekeeping systems.
• Understanding of general ledger and payroll accounting principles.
• Knowledge Requirements
• Federal and state wage and hour regulations.
• FLSA compliance.
• Payroll tax administration.
• 401(k) deduction and remittance procedures.
• Confidentiality standards and data security best practices.

Competencies:

• Exceptional attention to detail and accuracy
• High level of integrity and discretion
• Strong analytical and reconciliation skills
• Ability to meet strict deadlines
• Effective communication skills
• Process improvement mindset
• Physical & Work Environment
• Prolonged periods of computer use.
• Ability to meet established payroll deadlines.

Required Skills and Abilities:

• Excellent verbal and written communication skills
• Excellent interpersonal skills
• Excellent organizational skills
• Must be detail-oriented
• Must maintain professionalism at all time
• Must maintain training/ continuing education requirements
• Ability to function in fast paced and/ or stressful work environment
• Must adhere to company policies and procedures and safety guidelines
• Able to work independently and meet tight deadlines

Education and Experience:

• Associates Degree in Accounting or a related field of study preferred; Bachelors degree in accounting, finance, or related field preferred
• 5 years of experience working in Accounting preferred
• Experience in Paychex preferred
• Experience using QuickBooks preferred
• Bookkeeping experience desired
• Knowledge of accounting principles and procedures
• Strong organizational and problem-solving skills
• Proficient with accounting software and Microsoft Office

Physical Requirements

• Frequent bending and twisting
• Prolonged typing
• Prolonged use of a computer & keyboarding
• Prolonged sitting at a desk

Pay: $20.00 - $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Education:

• Bachelor's (Preferred)

Experience:

• Payroll: 1 year (Required)
• Accounting: 5 years (Preferred)

Ability to Commute:

• Hurricane, WV 25526 (Required)

Work Location: In person