Payroll Specialist
The Payroll Specialist manages payroll processing for a defined group of hourly and salaried employees, ensuring accuracy, timeliness, and compliance across the payroll cycle. This role independently handles the majority of day-to-day payroll transactions, audits, and employee inquiries, while providing guidance to Payroll Coordinators on routine processes.
The Payroll Specialist partners closely with Payroll, HR, Benefits, Finance, HR Systems, and field leadership to ensure payroll is executed accurately and in compliance with applicable federal, state, local, and provincial regulations. Complex, unusual, or escalated matters are referred to the Senior Payroll Specialist or Payroll Manager as appropriate.
Essential Duties & Responsibilities
- Process end-to-end payroll for an assigned group of hourly and salaried employees, ensuring accurate and timely completion each payroll cycle.
- Own wage and hour administration, including timekeeping review, exception handling, and coordinating corrections with managers and employees.
- Administer payroll setup and maintenance for new hires, transfers, promotions, pay changes, leaves of absence, and terminations, including tax profiles, direct deposit, garnishments, and PTO/Sick Time accruals.
- Serve as a working-level resource on payroll practices, wage and hour laws, and payroll taxation; independently resolve most employee and manager payroll inquiries, escalating complex or unusual matters to the Senior Payroll Specialist or Payroll Manager.
- Process employment and wage verifications, wage garnishments, and related payroll documentation.
- Perform payroll audits and data validations to identify discrepancies, and coordinate corrections with Payroll, HR, Benefits, and Finance.
- Prepare, validate, and distribute payroll reports and reconciliations, including support for internal and external audit requests.
- Support quarter-end and year-end payroll activities, including preparing and validating year-end forms and filings (W-2s, 1094/1095, T4s).
- Support GL reconciliation and payroll-related reporting in partnership with Finance.
- Act as a payroll system user, supporting HRIS/payroll platform functionality, data integrity, and integrations; participate in system testing, upgrades, and process improvements as directed.
- Partner with the Payroll Manager and HR Systems Specialist on system configuration, documentation, and continuous improvement of payroll processes.
- Collaborate with Payroll, HR, Benefits, Finance, HR Systems, and external vendors to research and resolve payroll-related issues.
- Maintain payroll procedures and documentation to support consistency, accuracy, and compliance.
- Provide guidance and informal support to Payroll Coordinators on routine payroll processes and questions.
- Protect confidential employee and company information, and maintain the integrity of payroll records.
- Comply with all company policies, procedures, and safety practices.
- Complete special projects and other duties as assigned by the Payroll Manager or senior HR leadership.
Knowledge, Skills, and Abilities
- Strong working knowledge of payroll practices, wage and hour laws, and payroll administration processes, including multi-state payroll.
- Strong attention to detail and accuracy, with the ability to independently manage moderately complex payroll matters.
- Strong organizational, analytical, and problem-solving skills.
- High level of discretion and ability to handle confidential information appropriately.
- Strong customer service, written communication, and verbal communication skills.
- Ability to effectively interact with employees, managers, and cross-functional business partners.
- Proficiency with Microsoft Excel and payroll/HRIS systems; ability to analyze and validate payroll data.
- Ability to prioritize multiple responsibilities and meet established deadlines in a fast-paced environment.
- Ability to identify issues and escalate complex matters appropriately.
- Ability to maintain accuracy while handling high volumes of transactions and meeting strict payroll deadlines.
Experience and Credentials
- Bachelor's degree in Human Resources, Business, Accounting, or a related field, or equivalent work experience.
- 4+ years of payroll, HR, accounting, or related experience, including direct responsibility for payroll processing.
- Experience supporting multi-state payroll environments preferred; experience with Canadian payroll a plus.
- Experience with ADP Lyric preferred; experience with ADP Workforce Now or comparable payroll systems required.
- Experience working with integrated systems such as timekeeping, benefits, and financial systems preferred.
- Intermediate to advanced Microsoft Excel skills and experience working with reporting tools (e.g., ADP Reporting, Power BI, or Tableau) preferred.
- Fundamental Payroll Certification (FPC) preferred but not required.
Physical & Work Environment Requirements
- Prolonged periods of sitting at a desk and working on a computer.
- Ability to communicate effectively in person, over the phone, and via digital platforms.
- Occasional travel may be required for meetings or training.
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