Payroll Specialist

Payroll Specialist

The Payroll Specialist is responsible for accurately and timely processing payroll and supporting payroll administration for a multi-state workforce. This position works with payroll files, timekeeping data, benefit deductions, commissions, employee payroll inquiries, off-cycle payments, final pay, and retroactive calculations.

The Payroll Specialist works closely with Human Resources, Operations, managers, employees, and the Company's payroll provider to identify and resolve payroll issues while maintaining the confidentiality and accuracy of employee payroll information.

Essential Duties and Responsibilities

• Process assigned weekly and biweekly payrolls accurately and within established payroll deadlines.
• Review payroll data for completeness and accuracy prior to processing.
• Prepare, review, and upload payroll files received from third-party vendors.
• Review and process timekeeping data and identify missing punches, exceptions, or other discrepancies requiring resolution.
• Process benefit deduction files, commission files, and other recurring payroll-related files.
• Process new hires, terminations, compensation changes, deductions, and other payroll changes as applicable.
• Calculate and process retroactive pay adjustments, payroll corrections, and off-cycle payments.
• Coordinate and process final paychecks in accordance with applicable state requirements and Company procedures.
• Research and respond to employee payroll questions and payroll support tickets in a timely and professional manner.
• Review payroll reports and perform payroll reconciliations to identify potential errors before payroll is finalized.
• Research discrepancies involving wages, hours, overtime, deductions, taxes, commissions, and other payroll items.
• Coordinate garnishment administration with the Company's payroll provider, including opening and monitoring service tickets as necessary.
• Maintain accurate payroll records and supporting documentation.
• Assist with year-end payroll activities, including review and correction of employee payroll and tax information.
• Support payroll audits, reconciliations, reporting, and other payroll projects.
• Maintain strict confidentiality of payroll, compensation, employee, and Company information.
• Follow established internal controls and payroll procedures.
• Escalate unusual payroll issues, significant discrepancies, or compliance concerns to appropriate leadership.
• Perform other payroll-related duties and projects as assigned.

Qualifications

• At least one year of payroll processing or related payroll experience preferred.
• Experience processing payroll for a multi-location and/or multi-state workforce strongly preferred.
• Experience with payroll and timekeeping systems; Paycor experience preferred.
• Working knowledge of payroll concepts including regular and overtime wages, deductions, commissions, retroactive pay, final pay, and payroll corrections.
• Strong Microsoft Excel skills and ability to work with payroll files and large amounts of data.
• Strong attention to detail and ability to identify discrepancies.
• Ability to manage multiple payroll deadlines and prioritize work in a deadline-driven environment.
• Strong analytical and problem-solving skills.
• Ability to communicate effectively with employees, managers, Human Resources, and outside payroll providers.
• Ability to handle confidential and sensitive information with discretion.

Knowledge, Skills and Abilities

The successful candidate must be highly organized and detail-oriented and possess a strong sense of ownership for payroll accuracy. The position requires the ability to work independently while recognizing when an issue requires escalation. The Payroll Specialist must be comfortable researching payroll discrepancies, working with multiple data sources, meeting firm processing deadlines, and communicating clearly with employees regarding payroll questions.

Essential Functions and Physical Requirements

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this position, with or without reasonable accommodation.

• Ability to remain in a stationary position, primarily seated, for extended periods while performing computer-based payroll work.
• Ability to frequently operate a computer, keyboard, mouse, telephone, calculator, and other standard office equipment.
• Requires repetitive hand, wrist, and finger movements associated with keyboarding, data entry, and handling documents.
• Ability to communicate effectively and exchange accurate information with employees, managers, Human Resources, payroll providers, and other business partners in person, by telephone, and through electronic communication.
• Requires visual ability sufficient to review payroll reports, spreadsheets, employee records, system screens, and detailed numerical information with a high degree of accuracy.
• Ability to occasionally move throughout the office to access files, office equipment, meetings, or other work areas.
• Ability to occasionally reach, bend, or stoop to retrieve files, supplies, or materials.
• Ability to occasionally lift, carry, push, or pull office materials, files, or equipment weighing up to 15 pounds.
• Ability to maintain concentration and attention to detail while working with numerical information and performing repetitive tasks for extended periods.
• Ability to work in a deadline-driven environment and adjust work hours as necessary to meet payroll processing deadlines.