Payroll Specialist at Womens Home Inc – Houston, Texas

Job Title: Payroll Specialist Salary: $55k-65k

Position Type: Full Time Pay Schedule: Semi-monthly

Location: Houston, 77006 Reports To: Director of Human Resources

Department: Human Resources Travel Percentage: 0-5%

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Description:

The Payroll Specialist ensures the integrity, accuracy, and compliance of the organization’s semi-monthly payroll operations, serving as a strategic partner to Human Resources, Finance, and Compliance. This role safeguards employee trust, strengthens fiscal stewardship, and ensures grant-funded payroll activity meets all regulatory and audit standards. This position is ideal for a payroll professional who brings technical excellence, compliance discipline, and service orientation to a mission-driven environment.

Essential Responsibilities:

Payroll Operations

• Process semi-monthly payroll accurately and on time using ADP Workforce Now.
• Manage payroll transactions including new hires, terminations, pay changes, stipends, and retroactive adjustments.
• Ensure accurate taxation, deductions, garnishments, and benefit withholdings in compliance with federal, Texas, and organizational requirements.
• Serve as the primary point of contact for payroll inquiries, resolving issues with professionalism and urgency.

Grant & Timekeeping Compliance

• Partner with the Grant Billing Specialist to review, update, and reconcile grant-funded timesheets to ensure accuracy and alignment with funder, federal, and state requirements.
• Proactively follow up with staff and supervisors to resolve timekeeping discrepancies and secure timely corrections.
• Collaborate with Compliance to support audits, monitoring reviews, and documentation standards.
• Ensure payroll allocations align with approved grant budgets, funding sources, and cost centers.

Benefits & Deductions Administration

Collaborate with HR/Finance on benefits deductions, reconciliations, and vendor coordination (medical, dental, vision, retirement, FSA/HSA, etc.).

Support open enrollment, life-event changes, and annual audits related to payroll-benefits integration.

Financial Partnership

Work closely with Finance to reconcile payroll, accruals, and general ledger entries.

Support month-end and year-end payroll reporting, including W-2s, 941s, and other required filings.

Contribute to payroll budgeting, forecasting, and cost-control initiatives.

Systems & Process Excellence

Maintain payroll data integrity within ADP and related systems.

Identify opportunities for process improvement, automation, and risk mitigation.

Develop and maintain payroll procedures and internal controls to strengthen audit readiness.

Qualifications:

Required

3+ years of payroll experience in a complex organization (nonprofit or grant-funded environment strongly preferred).

Familiarity with ADP Workforce Now.

Hands-on experience with benefits payroll administration and deductions.

Experience managing grant-funded or multi-cost-center timesheets.

Working knowledge of payroll compliance: FLSA, IRS, Texas Workforce Commission, and wage/hour laws.

Exceptional accuracy, discretion, and attention to detail.

Preferred

Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC).

Experience supporting audits and federal or state funding compliance.

Background in nonprofit, social services, or government-funded programs.

Core Competencies

Financial Stewardship – understands payroll as both a people function and a fiscal responsibility.

Compliance Excellence – proactive in risk management and audit preparedness.

Cross-Functional Partnership – trusted collaborator with HR, Finance, and Compliance.

Service Mindset – responsive, solutions-oriented support to employees and leaders.

Continuous Improvement – drives efficiency, accuracy, and scalability.

Reasonable Accommodation Notice:
We are committed to providing equal access to all applicants. If you require a reasonable accommodation to apply for a position or participate in the interview process, please contact hr@thewomenshome.org.

Benefits:

We offer a comprehensive benefits package that includes:

Healthcare: Choose from three medical plans, one of which is 100% employer paid. Our plans provide comprehensive coverage to ensure your well-being.

Retirement: We provide a 401(k) plan with a 4% company match, helping you secure your financial future.

Paid Time Off: Enjoy 20 days of paid time off (PTO), plus 11 holidays and a floating holiday for flexibility in your time management.

Wellness Programs: Initiatives to support your physical and mental well-being, ensuring a healthy work-life balance.

Long Term Disability: We offer 100% employer-paid Long Term Disability coverage, providing financial protection in case of extended absence due to illness or injury.

Life Insurance: Benefit from a 100% employer-paid life insurance option, ensuring the security of your loved ones.

Professional Development:

At the Women's Home, we are committed to your professional growth and development. We provide ongoing training and learning opportunities to help you excel in your role and advance in your career. You'll have access to:

On-the-job training and mentorship.

Workshops and seminars related to your role.

Opportunities to participate in industry specific conferences.

Reimbursement of the cost of role-related organization memberships.

Imagine Your Impact…

Making a Daily Difference: Picture yourself in a role where your work directly impacts the lives of women in need. Every task, every decision, contributes to positive change.

A Culture of Dignity: Envision a workplace where dignity is not just a word, but a way of life. Here, you'll be respected and honored, and you'll extend that same respect to those we serve.

Integrity in Action: See yourself upholding the highest ethical standards in all you do, knowing that your integrity is the foundation upon which our organization is built.

Stewardship with Purpose: Imagine being part of a team that is not only responsible for resources but is driven by the purpose of creating a better future for our clients and our community.

Holistic Growth: Envisage a career where you're not only growing professionally but also personally. We invest in your development, helping you reach your full potential.

Who We Are:

The Women's Home is a leading nonprofit organization dedicated to empowering women and building stronger communities. Since 1957, we have been providing vital support and services to women in need. Our mission is to build communities that strengthen women and support families as they reclaim their stability.

At the Women's Home, we are committed to fostering an inclusive and supportive work environment where every employee can thrive. We value diversity and believe that our differences make us stronger. Our team is passionate about our mission, and we work collaboratively to make a meaningful impact on the lives of the women we serve.

We believe in the power of every individual to make a difference. When you join our team, you become part of a community dedicated to building whole lives and empowering women to achieve their fullest potential.

Are you ready to imagine a brighter future with us?