Payroll Specialist

Description Statement of General Purpose: At National Wildlife Federation, we know that our mission requires the hard work of dedicated people focused on uniting all Americans to ensure wildlife and people thrive in our rapidly changing world. We do this through conservation programs and by ensuring access to natural resources and outdoor spaces for everyone regardless of background, economic status or location. The Payroll Specialist plays a critical role in supporting this work by ensuring accurate, timely, and compliant payroll operations within the Finance Department. This position is responsible for administering the organization’s biweekly payroll in UKG UltiPro, preparing monthly payroll reports and journal entries, processing salary reclasses, and supporting a variety of payroll‑related initiatives. The Payroll Specialist is essential to maintaining accurate financial records, supporting effective cash flow management, and fostering strong working relationships with UKG and NWF staff. Given the high volume of interaction with employees and cross‑functional teams, a customer‑service mindset, professionalism, and discretion are key to success in this role. Efficiency, accuracy, timeliness, clear communication, and the ability to manage multiple priorities are fundamental expectations. This role requires a proactive, detail‑oriented individual who takes ownership of their work, seeks opportunities to improve processes, and maintains strong internal controls. Principle Duties (major areas of responsibility): Process biweekly payroll in a multi‑state environment, ensuring accurate calculation, review, and timely distribution of employee wages; complete related general ledger processing, internal balancing, and payroll reconciliations to maintain financial accuracy and compliance. Follow and consistently apply NWF‑established policies, procedures, internal controls, and payroll best practices, ensuring compliance with federal, state, and local payroll regulations while supporting audit readiness and organizational governance. Perform administrative functions in UKG UltiPro, including accurate data entry, fulfillment of payroll and ad hoc report requests, and ongoing biweekly timekeeping support to ensure data integrity and timely payroll processing. Conduct research and due diligence to provide high‑quality customer service to NWF staff, responding to payroll inquiries with professionalism, accuracy, confidentiality, and a solutions‑oriented mindset. Prepare monthly and ad hoc payroll‑related reports for Finance teams and other departments across NWF, delivering timely, accurate, and relevant information to support financial reporting and business decision‑making. Prepare monthly payroll journal entries and supporting Excel spreadsheets, ensuring proper coding, documentation, and reconciliation of payroll expenses and liabilities. Track payroll‑related tax correspondence and inquiries, maintaining organized records and logging tax support cases with UKG as needed to ensure timely resolution and compliance. Review quarterly tax filings and compare them to UKG quarterly tax reports, identifying discrepancies, following up as necessary, and supporting accurate tax reporting and compliance. Process monthly salary reclasses, partnering closely with CEP staff and Restricted Revenue teams to ensure accurate allocation of payroll expenses in accordance with funding requirements and organizational guidelines. Prepare State and Federal Department of Labor surveys, ensuring submissions are complete, accurate, and timely in accordance with regulatory requirements. Prepare and support various payroll‑related reports and documentation for financial audits, retirement plan audits, and workers’ compensation audits, responding to requests and maintaining compliance with audit standards. Perform other related duties as assigned, supporting payroll operations, process improvements, and broader Finance Department initiatives as needed. Minimum Qualifications & Experience Associate degree coursework (minimum of two years of college) in business administration, accounting, or a related field, or an equivalent combination of education and relevant professional experience; coursework through the American Payroll Association is welcomed and considered a plus, though not required for the role. Minimum of three (3) years of end‑to‑end payroll processing experience, with demonstrated knowledge of payroll compliance requirements, best practices, and standard payroll procedures. Solid foundation in general mathematics and a working knowledge of basic accounting principles, with the ability to apply these concepts accurately in a payroll environment. Demonstrated ability to handle sensitive payroll and employee data with a high level of confidentiality, professionalism and discretion. Required Skills and Abilities: Demonstrated experience using UKG UltiPro payroll, with the ability to quickly learn and effectively navigate related timekeeping and payroll systems. Experience working with cloud‑based accounting and financial systems is preferred, with the ability and willingness to learn the basics of Infor CloudSuite Financial. Advanced proficiency in Microsoft Excel and strong working knowledge of the Microsoft Office Suite, with the ability to create, analyze, and maintain detailed payroll reports and reconciliations. Exceptional attention to detail and accuracy, with the ability to review, validate, and audit payroll data while maintaining a high degree of confidentiality and data integrity. Proven ability to manage multiple tasks and competing priorities simultaneously, effectively organizing work to meet recurring and critical payroll deadlines in a fast‑paced environment. Strong sense of urgency and responsiveness especially during critical payroll cycles, paired with a customer-service mindset that ensures timely accurate, and professional support to employees and stakeholders. Strong analytical and problem‑solving skills, with the ability to identify discrepancies, research issues, and implement appropriate resolutions. Excellent written and verbal communication skills, enabling clear, professional, and responsive interaction with employees, managers, and cross‑functional teams. Ability to work independently with minimal supervision while also collaborating effectively as part of a team to support shared goals and operational excellence. Travel Requirements: None Location and Work Mode: This position will be fully remote. National Wildlife Federation is committed to a flexible and empowered work environment with an authentic community of care for all staff. For more information on Work Modes, please review the benefits section of our careers page: https://www.nwf.org/About-Us/Careers. Physical Requirements: Cognitive & Intellectual Requirements Ability to understand , analyze , and apply complex information, policies, and concepts Ability to exercise sound judgment, problem-solve, and make decisions in situations involving ambiguity or competing priorities Ability to maintain focus and sustained attention and manage multiple tasks or work-streams Ability to listen , interpret , and respond appropriately in discussions with colleagues, leadership, and external stakeholders Physical Requirements Ability to remain in a stationary position for extended periods of time while working at a computer or attending meetings Ability to operate standard office equipment, including computers, keyboards, monitors, telephones, and video conferencing tools Ability to communicate and exchange information in person, via telephone, and through electronic or virtual platforms Ability to read , review, and produce written and electronic documents, including prolonged use of computer screens Ability to move within an office or remote work environment to access files, meetings, or equipment as needed Work Environment Work is performed primarily in an office or remote environment Role may involve extended screen time and participation in virtual meetings Compensation and Benefits: The salary range for this position is $65,000-75,000, commensurate with experience. We are proud of our designation by Mogul as a Top 100 Workplace with the Best Benefits, and by Forbes as one of America’s best small employers! We value work-life balance and a family-friendly atmosphere with flexible scheduling. We want you to be able to integrate work and personal life with attention to your self-care, so that your work schedule is not depleting. We offer benefits so you feel restored and fueled through the day and week. We offer these supports to help manage your mental, emotional, and physical health: Paid time off: Vacation that starts off at three weeks accrual based on a full-time schedule, unlimited wellbeing (this time can be used for physical, spiritual, emotional, cultural, religious or financial wellbeing for yourself, a partner, or family member – including pets), and 11 holidays We close down for a paid winter break between December 25 to January 1 to recognize end of-year stress, and time for reflection, rejuvenation, and spending time with family. Up to 16 weeks of fully paid Family and Medical Leave Low-cost health, dental, and vision insurance options – all outpatient mental health is covered at in-network rates Therapist available at no cost Pet insurance and discount perk program Annual wellbeing allowance In addition to your salary, we offer the following supports to your personal finances: Retirement plan with immediate match and vesting Annual year-end retirement contribution Tuition Reimbursement Adoption and Surrogacy assistance Pet adoption stipend Student Loan management Applicants are invited to learn more about National Wildlife Federation’s benefits package at https://www.nwf.org/About-Us/Careers . Application: Applications will be reviewed on a rolling basis. NWF is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to any classes or characteristics protected by law. For more information on our recruiting process, please review our Careers page: https://www.nwf.org/About-Us/Careers We recognize that people come with a wealth of knowledge and talent beyond just the technical requirements of a job. Your experience, which may include paid and unpaid work, including volunteer work, helps build the competencies and knowledge that translates to our openings. Whether you’re new to the field, returning to work after a gap in your employment, or are taking the next step in your career path, if you believe you could excel in this role we encourage you to apply! Diversity of experience and skills combined with passion is a key to innovation and a culture of excellence. To be eligible for this role you must be a U.S. citizen or have valid work authorization to work in the U.S. Please let us know if you require accommodations during the application or interview process by reaching us at [email protected] or 703-438-6244. If selected for this position, a background check will be conducted.