Northeast Regional Payroll Specialist and HR Support

Description:

Locations: Breen and Sullivan Mechanical Service, Caswell Mechanical, Shawsheen Air Services

Additional Northeast business units may be added as the regional payroll function expands.

Department: Accounting and HR

Reports To: Regional CFO

The Northeast Regional Payroll Specialist is responsible for the accurate, timely, and compliant administration of payroll across multiple operating companies within the Northeast region. This position serves as the primary regional owner of payroll processes and Paylocity, coordinating payroll activities across multiple legal entities, locations, employee groups, and pay structures.

The Regional Payroll Specialist will oversee the complete payroll cycle, including timekeeping, payroll processing, payroll tax compliance, benefit and deduction administration, general ledger reconciliation, payroll reporting, and employee support. The position will work closely with local Operations and HR teams while maintaining centralized payroll controls and standards established by the Regional Accounting organization.

A key responsibility of this role is to standardize payroll processes across the region while recognizing the unique requirements of each operating company. The Regional Payroll Specialist will be responsible for maintaining the integrity of Paylocity, identifying opportunities to automate and streamline processes, and ensuring that payroll information flows accurately between Paylocity, accounting systems, benefits providers, and other company systems.

This is a hands-on management position that requires strong payroll expertise, attention to detail, systems knowledge, and the ability to manage multiple priorities and companies simultaneously.

Key Responsibilities:

• Oversee end-to-end payroll processing for all regional locations, ensuring accurate and timely payroll delivery.
• Reconciles General Ledger entries for weekly payroll postings as well as month end accruals.
• Review and approve payroll transactions, reconciliations, and adjustments to ensure accuracy.
• Prepare payroll-related reports and analytics to support management decision-making.
• Lead efforts in payroll system implementations, upgrades, and integrations.
• Develop and maintain payroll policies, procedures, and controls to ensure efficiency and data security.
• Collaborate with HR, Finance, and Operations to support employee compensation, benefits administration, and reporting needs.
• Manage vendor relationships with payroll service providers, tax agencies, and third-party administrators.
• Serve as the regional point of contact for payroll audits, inquiries, and escalations.
• Maintain compliance with federal, state, and local wage and hour laws, tax regulations, and reporting requirements.

Key Performance Indicators (KPIs)

• Payroll Accuracy Rate: Maintain payroll accuracy at 99%+ with minimal corrections or errors.
• Timeliness of Payroll Processing: Ensure 100% of payrolls are processed on time, according to company schedules.
• Compliance: Achieve 100% compliance with federal, state, and local tax filings, wage laws, and reporting requirements.
• Employee Inquiry Resolution: Resolve payroll-related employee inquiries within an average of 48 hours.
• System Utilization & Efficiency: Drive improvements in payroll processes to reduce processing time by 10-15% annually.
• Audit Results: Achieve clean payroll audit outcomes with no significant findings.
• Team Development: Demonstrate measurable improvement in payroll team performance and knowledge through training, cross-skilling, and reduced error rates.

HR Support

• Prepare and send offer letters, and new hire paperwork; track signatures and return of documents
• Initiate background checks and drug screens, monitor status, and follow up with candidates and vendors on outstanding items
• Coordinate onboarding logistics, including I-9 and E-Verify completion, new hire data entry, and first-day scheduling.
• Conduct benefits onboarding and open enrollment support; explain plan options, eligibility, and enrollment deadlines to employees. Must rotate attendance between different offices as needed.
• Process benefit enrollments, changes, and qualifying life events; reconcile carrier invoices and resolve discrepancies
• Administer FMLA and other leaves of absence, including eligibility determination, required notices, certification tracking, and return-to-work coordination
• Serve as the first point of contact for employee questions on pay, benefits, PTO, and HR policies, escalating complex issues as needed
• Maintain employee records and HRIS data accuracy, ensuring compliance with federal, state, and local recordkeeping requirements
• Support offboarding, including final pay coordination, COBRA notification, and exit documentation
• Support recruiting as needed.
• Partner with corporate HR on employee relations matters, performance documentation, and policy interpretation
• Performs ad hoc projects and duties as assigned.

Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, Human Resources, or related field (or equivalent experience).
• 5+ years of progressive payroll experience, with at least 2 years in a supervisory or managerial role.
• Strong knowledge of federal, state, and local payroll regulations.
• Experience managing multi-state payroll and familiarity with regional tax compliance.
• Proficiency with payroll software and HRIS systems (e.g., Paylocity, ADP, Workday, or similar).
• Advanced Excel and reporting skills.
• Excellent organizational, analytical, and problem-solving abilities.
• Strong leadership and interpersonal skills with the ability to manage diverse teams.
• Certified Payroll Professional (CPP) designation preferred.

Key Competencies

• Attention to detail and accuracy.
• Ability to work under tight deadlines in a fast-paced environment.
• Strong communication skills for collaboration across functions and levels.
• Commitment to confidentiality and data integrity.
• Continuous improvement mindset with a focus on streamlining processes.

Eligibility Requirements

• This position requires a valid driver's license and reliable transportation.
• Employment/education will be verified.
• Applicants must be currently authorized to work in the United States on a full-time basis.
• Breen and Sullivan is a drug free workplace and requires post-offer pre-employment drug testing.

Requirements:

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