Payroll Specialist

Duties and Responsibilities

• Payroll Processing & Operations
  • Manage end-to-end payroll processing across multiple companies and legal entities in Deltek Costpoint, ensuring accurate and timely submission across weekly, biweekly, and semi-monthly pay cycles.
  • Review and validate approved timesheets in Deltek T&E prior to payroll processing; identify and resolve discrepancies in charge codes, hours, and approval status before payroll computation.
  • Administer day-to-day payroll operations including data validation, pay calculations, adjustments, deductions, and standard payroll reporting within Costpoint.
  • Audit and validate payroll results for each entity prior to final approval, reconciling gross-to-net calculations and identifying variances.
  • Coordinate off-cycle and irregular payments including bonuses, severance, retroactive adjustments, and manual checks or direct deposits.
  • Process garnishments, child support orders, tax levies, and other court-ordered deductions in compliance with federal and state regulations; maintain accurate records for audit purposes.
• Employee Setup & System Maintenance
  • Set up and maintain employee profiles in Deltek T&E for all supported entities, ensuring accurate configuration of schedules, pay rules, accruals, and timesheet cycles.
  • Review and validate employee tax setup, including W-4s, applicable state withholding forms and address data, to ensure correct withholding configuration in Costpoint.
  • Maintain the Employee Master File in Costpoint with accuracy and timeliness; process new hires, terminations, pay changes, direct deposit updates, and other employee data changes in accordance with established controls.
  • Verify employee FLSA exemption status and pay type configuration within Costpoint align with current classification and wage-and-hour requirements.
• Compliance & Special Payroll Types
  • Process multi-company, multi-state payroll in compliance with varying federal, state, and local wage, hour, and tax regulations across all supported entities.
  • Administer Service Contract Act (SCA), Davis-Bacon Act (Certified Payroll), and union payrolls in accordance with applicable wage determinations, fringe benefit requirements, and certified payroll reporting obligations.
  • Ensure compliance with federal, state, and local payroll and tax laws as well as internal policies, SOX controls, and audit requirements.
  • Maintain current knowledge of changes in payroll law, tax regulations, and agency requirements; proactively flag compliance risks to the Payroll Manager.
• Reconciliation & Year-End
  • Support quarter-end and year-end payroll processing, including reconciliations, W-2 review, and entity-level reporting across all supported companies.
  • Perform periodic payroll reconciliations, identifying and resolving discrepancies between Costpoint payroll records, tax withholdings, and general ledger postings.
  • Assist with preparation and distribution of year-end employee tax forms and support any W-2c correction processes as needed.
• Employee Support & Cross-Functional Collaboration
  • Respond to employee inquiries regarding pay discrepancies, direct deposit, W-2s, and payroll policies with accuracy, timeliness, and professionalism.
  • Collaborate closely with HR, Accounting, Benefits, and Finance to resolve payroll discrepancies, billing issues, and cross-entity reconciliation matters.
  • Facilitate payroll audits by providing accurate records, documentation, and Costpoint-generated reports to auditors and internal stakeholders.
  • Perform additional payroll duties as needed to support team operations and continuity during peak periods.

Required Qualifications and Experience

• High school diploma or GED required; some college preferred. Relevant payroll experience may substitute for formal education.
• 3+ years of demonstrated experience processing end-to-end multi-state, multi-company payrolls across all payroll cycles and entity types.
• Hands‑on experience using Deltek Costpoint for in-house payroll processing and Deltek T&E for timesheet management.
• Solid knowledge of payroll processing fundamentals, federal and state wage-and-hour laws, and multi-state tax regulations.
• Experience processing garnishments, tax levies, and child support orders in compliance with federal and state requirements.
• Experience supporting quarter-end and year-end payroll processes including W-2 reconciliation.
• Intermediate proficiency in Microsoft Excel and Word; ability to work with payroll data exports and reports from Costpoint.
• Meticulous attention to detail and a proven track record of accuracy in data entry, payroll calculations, and audit preparation.
• Strong written and verbal communication skills; ability to respond to employee inquiries and work cross-functionally with HR, Finance, and Accounting.
• Ability to work independently and remotely with minimal direct supervision while managing multiple deadlines with consistency and accountability.
• Strong organizational and time-management skills; ability to handle competing priorities across multiple entities and pay cycles simultaneously.
• High level of discretion and professional integrity in handling confidential employee and payroll data.

Preferred Qualifications and Experience

• Prior experience processing Service Contract Act (SCA), Davis-Bacon (Certified Payroll), and/or union payrolls strongly preferred.
• Previous experience with UKG (UltiPro/Kronos) in addition to Deltek Costpoint.
• Familiarity with government contracting environments, DCAA compliance requirements'
• Experience supporting internal or external payroll audits and preparing audit-ready documentation.

Physical Demands and Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Employee must maintain a constant state of mental alertness at all times. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Essential and marginal functions may require maintaining physical condition necessary for bending, stooping, sitting, walking or standing for prolonged periods of time; most of time is spent sitting in a comfortable position with frequent opportunity to move about.

Additional Position Duties

This position description is intended to describe the general content and requirements for performance of this job. It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements. Other duties may be assigned, and the company reserves the right to modify, interpret, and apply the job description as necessary. This position description is not a contract for employment and employment is "at-will" unless otherwise stated in a Union contract, employment agreement, or where prohibited by local, state, or federal regulations.

EEO Statement

It is the company's policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude, and experience, to provide Equal Employment Opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work-related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, or other protected status.

When applicable, the company's policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force, and benefits. It is the company's business philosophy and practice to provide reasonable accommodation, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.