Payroll & HC Operations Specialist

Job Description

Job Description

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.