Payroll Specialist

Position Description

The Payroll & HR Specialist is responsible for the accurate and timely administration of multi state, multi entity payroll and provides administrative support across key Human Resources functions. This position has primary responsibility for end-to-end payroll processing, payroll tax setup and maintenance, certified payroll, timekeeping administration, and payroll related compliance. This position requires a high degree of accuracy, confidentiality, organization, and independent judgment, as well as the ability to manage multiple payrolls, entities, jurisdictions, deadlines, and competing priorities.

Essential Duties:

• Own and process full cycle payroll for multiple legal entities and employees working across multiple states and jurisdictions.
• Process employee changes, earnings, deductions, bonuses, commissions, incentives, reimbursements, paid time off, garnishments, and other payroll transactions.
• Coordinate with managers to resolve timecard discrepancies, missing punches, approvals, and other payroll exceptions within established deadlines.
• Review timekeeping practices for compliance with company policies and applicable wage and hour requirements and escalate issues as appropriate.
• Process employment and income verification requests in accordance with company procedures and authorization requirements.
• Establish and maintain accurate state and local tax withholding for new hires, transfers, relocations, and employees working in multiple jurisdictions.
• Monitor payroll tax configurations and research and resolve tax notices, withholding discrepancies, and employee tax questions in coordination with the payroll provider.
• Prepare, review, and submit certified payroll reports for applicable prevailing wage projects. Maintain accurate classifications, wage rates, fringe benefit information, work locations, and hours required for certified payroll reporting.
• Manage the timely distribution of required 401(k) plan notices, disclosures, plan documents, amendments, and participant communications, and maintain distribution and delivery records for compliance and audit purposes.
• Reconcile payroll benefit deductions against enrollment records and carrier or vendor billing.
• Maintain accurate employee records within the HRIS, including employment, compensation, job, location, tax, and other required employee data.
• Maintain company Organizational Charts
• Conduct routine HRIS and benefit audits and research and correct missing, inconsistent, duplicate, or inaccurate data.
• Support annual and periodic payroll and HR compliance activities, including year end payroll reconciliation, W2 review, and employee data audits.
• Maintain company pay grades and compensation structures, ensuring employee pay data, job classifications, and assigned pay ranges are accurate and current.
• Prepare reports, reconciliations, and supporting documentation for Human Resources, Finance, auditors, carriers, and third party administrators.
• Identify opportunities to improve payroll and HR processes, controls, documentation, and system utilization.
• Maintain payroll procedures, calendars, reconciliation records, and process documentation.
• Coordinate with internal and external stakeholders to resolve administrative issues.

Required Qualifications:

• Associate or Bachelor’s degree in Human Resources, Accounting, Finance, Business Administration, or a related field.
• 3 or more years of progressively responsible payroll experience, including independent full cycle, multi state, and multi entity payroll processing.
• Experience supporting a geographically dispersed workforce.
• Working knowledge of federal, state, and local payroll, taxation, and wage and hour requirements.
• Experience with payroll tax setup and multi state employee taxation.
• Experience with certified payroll and prevailing wage requirements.
• Experience with benefits and 401(k) payroll administration and reconciliation preferred.
• Strong Microsoft Excel skills, including experience with large data sets, reconciliations, formulas, and reporting.
• Strong attention to detail with demonstrated ability to identify discrepancies, research issues, and independently drive problems through resolution.
• Strong organizational, analytical, and problem solving skills with the ability to manage multiple deadlines

Preferred Qualifications:

• Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC).
• Experience within manufacturing, field services, construction, installation, or another environment with hourly and field based employees.
• Experience supporting retirement plan testing, payroll audits, benefits reconciliations, and other

Physical Requirements

• This position is primarily sedentary, performed in a standard and/or home office environment.
• The employee is regularly required to sit for extended periods, operate a computer, and use a keyboard, mouse, and telephone for prolonged periods.
• Frequent use of hands and fingers for typing, writing, and handling documents is required. The employee must be able to communicate verbally and in writing on a consistent basis.
• The employee may occasionally be required to stand for presentations or onboarding sessions, walk, reach, bend or stoop to access filing systems and storage, and lift or move items up to 35 pounds. Close vision and the ability to adjust focus for screen-based work is required.
• The noise level in the work environment is typically low to moderate.

Reasonable accommodation will be made for qualified individuals with disabilities.

Closing Statement:

This summary is not an all-inclusive description of job duties. Other job duties and responsibilities may also be assigned by the incumbent’s Manager at any time based upon Company need.

Garmat is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local law.

Pay Rage: $31.25 - $38.50 per hour

Benefits: Health, Dental, Vision, Paid LTD, Paid Life, Vacation, Sick, 5% 401k match.