Payroll Specialist

Payroll Specialist

The Payroll Specialist is responsible for administering payroll operations, employee payroll records, multi-state tax compliance, and related system maintenance across multiple payroll and workforce management platforms. This role supports accurate and timely payroll processing, employee data administration, compliance-related payroll activities, reporting, and cross-functional support for HR, accounting, field operations, and employees.

Essential Duties and Responsibilities

• Manage weekly payroll processing across multiple companies and payroll platforms, including preparation, review, corrections, processing, and retention of final payroll reports.
• Maintain employee payroll records and complete payroll-related data entry and documentation, including federal and state withholding setup and updates, deduction changes, schedule changes, position changes, merit changes, terminations, and required filing of payroll forms.
• Manage ongoing company changes within payroll systems.
• Maintain multi-state payroll tax compliance and set up new payroll tax reporting with new states as needed.
• Oversee paid time off administration, including first-year manual accrual tracking, special-hire PTO adjustments, history review, and balance reporting.
• Manage garnishments and payroll-related withholdings, including child support (via third party website) and payroll credits, while coordinating notifications and documentation requirements.
• Review imported time records and support daily timekeeping integration between workforce management and payroll systems, including adjustments for unpaid time off, PTO hours, field time, per diem, and job costing data as needed.

Systems and Tools Administration

• Maintain and navigate payroll and workforce management platforms, including Paylocity and WorkMax, to support payroll processing, employee setup, reporting, and troubleshooting.
• Build and maintain payroll system structures such as job numbers, cost assignments, group configurations, earnings codes, deduction codes, and related setup elements.
• Resolve payroll system issues, service tickets, and data discrepancies to support operational continuity.

Reporting and Compliance

• Prepare and retain payroll reports, quarterly payroll packages, annual audit support documentation, and other required records in accordance with internal recordkeeping expectations.
• Complete weekly 401(k) upload and funding activities and maintain employee eligibility settings in the applicable retirement administration platform.
• Provide quarterly field reporting and other scheduled or ad hoc payroll reports as requested.

Cross-Functional Support

• Provide HR support related to benefits onboarding, short-term disability administration, and benefits catch-up activities.
• Provide accounting support through payroll-related project assistance and coordination of audit materials as needed.
• Support field operations through timesheet review and requested payroll reporting.
• Assist employees with employment and income verifications, payroll issue resolution, Paylocity access, and system training.

Additional Administrative Duties

• Development of request reports for audits, data review and general housekeeping
• Perform other job-related duties as assigned.

Preferred Qualifications

Knowledge & Experience

• Bachelor's degree in accounting, Business Administration, Human Resources, or related field is preferred, but not required.
• Relevant payroll experience required; three or more years preferred.
• Multi-state payroll tax compliance and set-up
• Paylocity – WorkMax experience.

Work Environment This position operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. The role requires extended periods of computer work, attention to detail, and the ability to manage multiple deadlines in a fast-paced environment. Regular interaction with employees, managers, and external vendors may be required to support payroll processing, compliance, and related administrative functions.

Reporting Relationships

• Reports to the Controller.
• Works closely with the Human Resources Manager, Superintendents, and members of the Accounting Department.

Physical Requirements

• Ability to perform the essential functions of the position, with or without reasonable accommodation.
• Prolonged periods of sitting at a desk and working on a computer.
• Ability to operate standard office equipment, including computers and related peripherals.
• Ability to exchange accurate information in meetings, training sessions, and routine business communications.
• Must be able to lift to 15 pounds, if needed to perform job-related tasks
• 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. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• Reports to Corporate Controller.

Equal Employment Opportunity and Accommodation The Company is an equal opportunity employer and provides reasonable accommodations to qualified individuals with disabilities in accordance with applicable law.