Payroll Specialist

Description

The Payroll Specialist ensures employees are paid accurately, on time, and in compliance with all applicable payroll regulations. This role maintains the integrity of payroll and timekeeping data, administers garnishments and payroll deductions, supports reporting and reconciliations, and serves as a trusted resource for payroll-related questions. Through attention to detail, strong customer service, and sound judgment, the Payroll Specialist helps deliver a seamless payroll experience while safeguarding confidential employee information.

Core Areas of Responsibility

Accurate and Timely Payroll Delivery

Ensure assigned payrolls are processed accurately, completely, and on schedule by reviewing earnings, deductions, reimbursements, adjustments, and other payroll transactions prior to finalization.

Payroll and Timekeeping Data Integrity

Maintain accurate payroll records by reviewing timecards, personnel changes, payroll forms, and supporting documentation, resolving discrepancies proactively, and ensuring payroll data reflects current employee information.

Payroll Compliance and Risk Management

Ensure payroll practices comply with applicable federal, state, local, company, and union requirements, including wage and hour laws, overtime calculations, leave policies, tax withholdings, garnishments, and other payroll-related regulations.

Garnishment and Deduction Administration

Administer wage garnishments, levies, child support orders, and related deductions accurately and within required deadlines, maintaining strict confidentiality and compliance with legal requirements.

Payroll Reporting and Reconciliations

Support informed business decisions by preparing payroll reports, reconciling payroll-related data, identifying variances, and assisting with audits and financial reviews.

Payroll Service and Support

Provide responsive, professional, and accurate support to team members, managers, HR, Finance, and operational leaders by addressing payroll inquiries and resolving issues in a timely manner.

Process Improvement and Record Management

Maintain organized payroll documentation and contribute to continuous improvement efforts that enhance payroll accuracy, efficiency, compliance, and the overall employee experience.

Year-End Processing Support
Support year-end payroll activities, including W-2 preparation, audit requests, tax reconciliations, and payroll record maintenance.

Cross-Functional Partnership
Partner with HR, Benefits, Finance, and Operations to ensure employee changes, benefit deductions, leave activity, and compensation updates are accurately reflected in payroll.

Requirements

• Working knowledge of payroll processing principles, wage and hour laws, payroll documentation requirements, and wage garnishment administration.
• Ability to process payroll accurately and efficiently in a deadline-driven environment while maintaining exceptional attention to detail.
• Proficiency with payroll systems and Microsoft Excel, including the ability to review, validate, reconcile, and analyze payroll data.
• Strong analytical and problem-solving skills with the ability to identify discrepancies, investigate root causes, and implement appropriate corrective actions.
• Clear and professional verbal and written communication skills with the ability to effectively support team members, managers, HR, Finance, and Operations partners.
• Demonstrated ability to handle sensitive and confidential information with a high degree of integrity, professionalism, and discretion.
• Strong organizational and time management skills with the ability to manage multiple priorities and meet critical payroll deadlines.
• Ability to build productive working relationships with internal stakeholders and external partners while delivering a high level of customer service.

Preferred Qualifications

• Experience using Workforce Go, UKG, ADP, Paylocity, Paycom, or a comparable payroll/HRIS platform.
• Experience processing payroll in a multi-company, multi-state, union, construction, landscape, certified payroll, or job-costing environment.
• Experience administering wage garnishments, levies, child support orders, tax levies, and other court-ordered deductions.
• Familiarity with payroll audits, reconciliations, payroll tax processes, general ledger coding, and related accounting workflows.
• Experience supporting year-end payroll activities, including W-2 preparation, payroll audits, and tax reporting.
• Knowledge of California payroll regulations and multi-state payroll compliance requirements.

Education & Experience

• High school diploma or equivalent required; associate's or bachelor's degree in Accounting, Finance, Business Administration, Human Resources, or a related field preferred.
• Three (3) or more years of payroll processing experience, preferably in a multi-company, multi-state, union, or job-costing environment.
• Equivalent combinations of education, training, certifications, and relevant experience may be considered.

Physical Demands & Requirements

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Prolonged periods sitting at a desk and working on a computer.
• Regularly required to talk, listen, use hands and fingers, and operate standard office equipment.
• Occasionally required to stand, walk, reach, bend, or lift and/or carry office materials up to 25 pounds.