Payroll Specialist

Job Description

Job Description

Position Summary

The Payroll Specialist is responsible for the accurate and timely processing of payroll for all team members. This position ensures payroll transactions, deductions, taxes, and related records are processed in compliance with federal, state, and local regulations, organizational policies, and established payroll procedures. The Payroll Specialist serves as a key resource for payroll-related inquiries and works collaboratively with Finance, People & Culture, and operational leaders to ensure payroll accuracy and data integrity.

Essential Job Functions & Responsibilities

Payroll Processing

• Processes biweekly payroll accurately and timely through the organization's payroll system (UKG).
• Audits payroll data, timecards, earnings, deductions, and pay adjustments to ensure accuracy prior to payroll processing.
• Reviews team member time records for completeness and accuracy and follows up with leaders regarding missing approvals or discrepancies.
• Processes payroll adjustments, corrections, retroactive pay increases, and other payroll-related transactions as needed.
• Ensures payroll records are maintained in accordance with organizational policies and applicable regulations.

Employee Record Maintenance

• Maintains payroll-related employee records, including updates to addresses, tax withholding forms, direct deposit information, and other payroll-related demographic data.
• Processes employee status changes impacting payroll, including transfers, leaves of absence, and terminations, in coordination with the People & Culture team.
• Ensure payroll records are complete and up to date within the payroll system.

Garnishments, Taxes, and Deductions

• Processes wage garnishments, child support orders, tax levies, and other court-ordered deductions in accordance with legal requirements.
• Maintains payroll tax withholding records and ensures employee withholding elections are accurately reflected in payroll.
• Provides general information regarding payroll deductions and withholding elections and directs team members to appropriate governmental resources or personal tax advisors for tax-specific guidance.

Benefits and Reconciliations

• Reviews and audits benefit deductions for accuracy.
• Partners with the Total Rewards Manager and People & Culture team to verify employee benefit enrollments are accurately reflected in payroll.
• Reconciles benefit invoices and supporting enrollment data and submits approved invoices for payment processing.

Reporting and Compliance

• Generates routine and ad hoc payroll reports for management, Finance, People & Culture, and regulatory reporting purposes.
• Assists with preparation of reports and documentation required by governmental and regulatory agencies.
• Supports payroll audits by providing requested documentation, reconciliations, and reports.

Systems Administration and Support

• Utilizes UKG and other integrated systems to support payroll processing and reporting.
• Assists with maintaining payroll-related system configurations, testing system updates, and validating payroll functionality.
• Creates and runs payroll reports to support payroll reconciliation, data verification, and management reporting.

Customer Service and Collaboration

• Responds to payroll-related questions from leaders and team members in a timely and professional manner.
• Collaborates with Finance, People & Culture, and operational leaders to resolve payroll issues Fand ensure data accuracy.

Education & Experience

• Minimum of 2–3 years of payroll, accounting, finance, or related experience, preferably within a multi-site organization.
• Working knowledge of payroll laws, regulations, payroll taxes, garnishments, and wage-and-hour requirements.
• Experience using payroll systems, preferably UKG or similar HRIS/payroll platforms.
• Strong proficiency with Microsoft Excel and payroll reporting tools.
• Excellent attention to detail, organizational skills, and accuracy.
• Strong analytical and problem-solving abilities.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Effective verbal and written communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment

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