Payroll Specialist

Note: Employees for the State of Montana must reside within Montana. All applications and required application documents must be submitted through the MT Careers site at: https://mtstatejobs.taleo.net/careersection/200/jobdetail.ftl?job=26140604&tz=GMT-06:00&tzname=America/Denver

Join our team as a Payroll Specialist and help keep the State of Montana’s operations running smoothly. In this pivotal role, you’ll ensure that employees are paid accurately and on time, supporting fair and lawful compensation practices statewide. Your attention to detail and commitment to service will strengthen confidence in our payroll systems and contribute to an efficient, accountable government that serves Montana communities.

MISSION STATEMENT:

Empowering all Montanans through work and opportunity.

It's about the people and the impact we make in our communities every day. We are proud of our open, team-based, supportive, and collaborative work environments. Learn more about DLI here.

Position Overview:

As a vital part of the Central Services Division, the Payroll Specialist ensures every paycheck is accurate and timely. This role oversees the complete payroll process, from verifying time reports and calculating leave payouts to maintaining precise employee records in the state system. Acting as the agency’s go-to payroll expert, the Payroll Specialist provides technical guidance, helps staff navigate complex timekeeping procedures, and upholds all state payroll standards. Through careful attention to detail and close collaboration with HR and accounting teams, this position drives fiscal accuracy, transparency, and a culture of continuous improvement across the agency.

What's In It For You:

As a Payroll Specialist, you will build a marketable skill set in payroll, data analysis, and state accounting systems that can support long term career growth. You will work in a supportive environment that values continuous improvement, collaboration, and learning, including opportunities to participate in projects that enhance statewide processes and systems. This role offers the chance to sharpen your technical skills, grow your expertise in state payroll systems, and collaborate with talented professionals across HR and accounting.

Essential Functions:

• Process payroll transactions: Ensure timely and accurate payroll processing, including time reporting verification, leave payouts, and reconciliation of pay records.
• Maintain employee data: Enter and update payroll and personnel information to keep records complete and compliant with state standards.
• Prepare reports: Create and deliver accurate payroll and HR reports to internal and external stakeholders to support fiscal oversight and decision making.
• Manage system security: Process and monitor SABHRS security update requests to maintain system integrity and user access controls.
• Support projects and initiatives: Collaborate on agency projects related to payroll, HR, accounting, and budgeting functions as needed.
• Analyze and improve processes: Conduct research, analyze data, and recommend improvements to enhance accuracy, efficiency, and customer service.
• Develop educational materials: Create and update payroll guides and resources to support employee understanding and promote compliance.

Required Skills and Competencies:

Candidates must demonstrate the ability to:

• Payroll and systems management: Accurately process payroll, maintain employee data, and apply knowledge of payroll systems such as SABHRS or similar platforms.
• Data analysis and reporting: Compile and interpret payroll data to prepare comprehensive reports and support audit or compliance requirements.
• Attention to accuracy and detail: Review records and calculations with precision to ensure compliance and error free results.
• Problem solving and customer support: Diagnose and resolve payroll discrepancies while providing clear, courteous communication to employees and managers.
• Process improvement mindset: Evaluate existing procedures and contribute to the design of more efficient, effective workflows.
• Technical proficiency: Demonstrate strong Microsoft Excel skills (e.g., formulas, XLookups, Pivot Tables) and proficiency with Microsoft Office and database systems.
• Confidentiality and discretion: Handle sensitive employee information securely and in line with state policy and privacy standards.

MINIMUM QUALIFICATIONS (Education and Experience)

• Demonstrated experience performing payroll processing, data entry, or fiscal recordkeeping in a complex or multi unit organization.
• Experience using enterprise accounting or payroll systems (such as SABHRS, PeopleSoft, or comparable platforms).
• Proficiency with Microsoft Excel and Office applications, including database management tools.
• Experience researching, interpreting, and applying policies, procedures, or labor rules related to payroll or human resources operations.
• Strong communication skills with experience providing proactive customer service and explaining processes to diverse users.
• Experience maintaining confidential employee or financial records with professionalism and sound judgment.

A degree in accounting, finance, business administration, or a related field may supplement relevant professional experience but is not a substitute for demonstrated skills and competencies. Equivalent combinations of education and directly related experience will be considered.

HOW TO APPLY FOR THIS OPPORTUNITY:

A complete state application is not required; however, you will need to initiate the application and attach the resume, cover letter or other required documents at time of application to be considered for this position. Resume will auto fill the application, but the application will not be scored or reviewed.

Failure to attach the cover letter and resume will result in your application being considered incomplete and will not be considered further. Materials submitted but not requested will not be considered in the selection process.

Tip: When attaching your resume, cover letter or other required documents you must mark the attachments as “RELEVANT” or we will be unable to view your documents.

Required application materials:

• Cover Letter - Your Cover Letter should explain how your experience and education meet the identified Knowledge, Skills, and Abilities, with examples that demonstrate your qualifications.
• Resume - include all work experience you have held that would help you qualify for this position, including duties, dates of employment.

Only online applications will be accepted. By applying online, you can receive updates and monitor the status of your application.

All documents for Veteran or Disability preference must be received or date stamped by the closing date. You will receive an application confirmation email with instructions on acceptable preference documents and how to submit such documents.

If you need an accommodation with the application process, please contact the HR office.

BENEFITS:

Being able to enjoy the quality of life in the beautiful state of Montana is one of the benefits you will love about this opportunity! Our mountains, waterways and open spaces provide not only beautiful scenery but year-round recreational opportunities including hiking, camping, biking, fishing, boating, hunting, skiing and snowmobiling. Montana boasts a high-quality education system and a variety of entertainment including fairs, rodeos, and theaters. Read more about our great state here.

See our other incredible benefits here. These are some of our benefits just to name a few:

• Work/life balance with hybrid schedules or partial telework may be available within the state of Montana.
• 38 paid days off a year including vacation, sick leave and holidays.
• Military leave: You’ll get up to 15 days of military leave with full pay.
• Longevity raises with continuous service, as well as any negotiated market increases and state statutory raises.
• Health, dental, vision, life insurance coverage, flexible spending accounts, EAP - click here to learn more.
• Free telehealth and access to free employee medical clinics through our medical plan - click here to learn more.
• Choice between two retirement plans with an employer contribution between 8.73% - 9.07% of your annual salary. A third optional 457(b) deferred compensation plan is also available. – Click here to learn more.
• Public Service Loan Forgiveness- Employment with the State of Montana may qualify you to receive loan forgiveness- click here to learn more!
• Career progression, training opportunities and room for professional growth.
• State employee discounts at various businesses across the state.

This position may be eligible for a statutory $1.00 an hour base pay increase effective on July 1, 2026.

• This position may be covered by a Voluntary Employee Beneficiary Association (VEBA)