Payroll & HC Operations Specialist

Payroll & HC Operations Specialist

A Payroll & HC Operations Specialist is a mid-level career professional who ensures accurate and timely processing of payroll for all employees, maintaining compliance with federal, state, and local regulations. This role supports the organization's financial and HC operations by safeguarding payroll data integrity, coordinating with the Professional Employer Organization (PEO), resolving employee inquiries, and contributing to efficient payroll workflows. The role serves as the primary day-to-day operational liaison between Mubadala, PEO, HC/Finance service provider, and employees to ensure seamless payroll, benefits and HC administration. The specialist handles routine complexities, works independently with minimal supervision, and helps maintain employee trust through consistent, error-free payroll execution.

Key Responsibilities

Payroll Processing

• Collect, verify, and enter employee timecards, hours, deductions, and adjustments.
• Process regular payroll cycles for hourly and salaried employees with accuracy and timeliness.
• Review payroll reports for errors, discrepancies, and unusual variances before final submission.
• Prepare off-cycle payments, bonuses, and corrections as needed.
• Review and validate payroll reports prior to approval and release.
• Coordinate payroll approval workflows and ensure payroll is completed in accordance with established payroll calendars and service levels.

PEO & HC Operations Administration

• Serve as the primary day-to-day liaison with PEO provider for payroll and HC administration activities.
• Coordinate new hire onboarding within the PEO platform, ensuring timely completion of employee set-up and required documentation.
• Maintain employee information within payroll and HC systems, including new hires, employment changes, compensation updates, and terminations.
• Support employee benefits administration, including enrollments, life event changes, and general benefits inquiries.
• Coordinate payroll-related activities associated with employee separations, including final pay and other payroll requirements.

Compliance & Recordkeeping

• Maintain payroll records, including tax forms, direct deposit information, and employee changes.
• Ensure compliance with federal, state, and local wage and hour laws.
• Support year-end activities such as W-2 preparation and reconciliation.
• Assist with internal and external audits by providing payroll documentation.
• Maintain accurate payroll and employee records within PEO and other HC systems.

Employee Support

• Respond to employee payroll questions with clarity and professionalism.
• Coordinate with HR on new hires, terminations, benefit changes, and leave adjustments.
• Help employees understand pay statements, deductions, and timekeeping policies.
• Support employees with payroll and benefits-related inquiries by coordinating with PEO and internal stakeholders.

Systems & Process Support

• Maintain and update payroll system data within PEO and related HC systems.
• Assist with system upgrades, testing, and process improvements.
• Collaborate with accounting to ensure accurate payroll journal entries and reconciliations.
• Prepare payroll, employee and HC reports as requested by management.
• Identify opportunities to improve processes, documentation, and operational efficiency.

Performance Expectations

• A strong Payroll & HC Operations Specialist consistently demonstrates:
• Accuracy & Precision Error-free payroll processing and careful review of all inputs and outputs.
• Confidentiality & Integrity Protects sensitive employee information and handles data with discretion.
• Timeliness & Reliability Meets payroll deadlines consistently and manages recurring tasks without reminders.
• Communication & Service Provides clear, respectful support to employees and partners effectively with internal teams, HC/Finance Service Providers, PEO, etc.
• Problem-Solving Investigates discrepancies, identifies root causes, and resolves issues efficiently.
• System Competence Proficiency with payroll platforms, timekeeping systems, and Excel.
• Ownership & Accountability: Independently manages day-to-day payroll and HC operational activities, proactively identifies issues and escalates complex matters appropriately.

Qualifications

• 4-6 years of payroll experience or a combined payroll/administrative accounting role.
• Strong understanding of wage and hour laws, payroll taxes, and basic accounting principles.
• Experience working with a PEO environment is highly desirable.
• Experience with payroll systems (ADP, Paychex, UKG, Ceridian, etc.) and HCIS platforms (Fusion, etc.)
• High attention to detail, organization, and follow-through.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Advanced proficiency in Microsoft Excel for payroll reconciliation and reporting.
• Ability to manage multiple priorities and payroll deadlines with minimal supervision.

Success Indicators

• Payroll cycles are completed accurately and on schedule.
• Minimal corrections or rework required after payroll submission.
• Positive feedback from employees and HR partners.
• Smooth support during audits and year-end reporting.
• Payroll processing and administration delivered in accordance with agreed service levels and payroll calendars.
• Accurate and timely onboarding, employee changes, and offboarding transactions within the PEO platform.
• Demonstrates readiness for broader operational responsibilities through initiative, accountability, and continuous process improvement.