Payroll Specialist

Job Description

Job Description

*Please note: The salary range reflects the expected compensation for the role over time and does not represent the starting pay range.

Department/Location:

750 – Human Resources/National Headquarters

Job Title:

Payroll Specialist

Reports to:

National Human Resources Manager

Salary Grade:

ý – Grade 11

($22.19 - $34.54/hour)

Type of position:

ý Full-time o Part-time

Minimum Hours: 40 Hrs. /Week

o Exempt ý Nonexempt

Job Summary: The following statements are intended to describe the general nature and level of work being performed. They are not

intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

The Payroll Specialist is responsible for the accurate and timely processing of payroll and administration of time and attendance for a multi-state workforce using ADP Workforce Now. This role supports day-to-day HR operations by administering related compliance requirements, including state and local annual notices, labor law postings, and unemployment administration. The Payroll Specialist serves as a primary point of contact for payroll and timekeeping inquiries, ensures data accuracy and regulatory compliance, and works closely with other teams and external vendors to support effective payroll operations.

Essential Functions:

• Process bi-weekly payrolls for a multi-state workforce using ADP Workforce Now, ensuring accuracy, timeliness, and compliance with federal, state, and local wage and hour requirements.
• Review and audit payroll registers, earnings, deductions, taxes, garnishments, and benefit elections prior to payroll submission.
• Process payroll adjustments, off-cycle payrolls, retroactive pay, reversals, and corrections as needed.

• Administer and maintain ADP time and attendance systems, including pay codes, schedules, overtime rules, shift differentials, see and accrual policies.
• Monitor employee timecards for accuracy and compliance with organizational policies and FLSA requirements.
• Provide guidance and support to employees and supervisors on proper timekeeping practices and system usage.
• Administer state- and local-specific employment compliance requirements, including required new hire documents, annual notices, wage and hour notices, paid leave notices, and other mandated employee communications.
• Maintain a state-by-state compliance tracking system to ensure timely distribution and documentation of required notices.
• Coordinate the distribution of required compliance documents through ADP or other HR systems.
• Manage updates and distribution of required labor law posters, both physical and electronic, ensuring employee access and timely updates.
• Administer state unemployment insurance accounts, including state registrations, rate updates, and agency correspondence.
• Serve as the primary HR point of contact for initial unemployment claims, wage verifications, and response documentation, in coordination with HR leadership.
• Review, reconcile, and validate HR-related invoices.
• Partner with Finance to resolve discrepancies and ensure accurate processing and payment of HR invoices.
• Maintain documentation related to HR vendor billing, renewals, and service agreements.
• Serve as the primary HR point of contact for payroll, timekeeping, and compliance-related employee inquiries.
• Investigate and resolve payroll and timekeeping issues in a timely, confidential, and professional manner.
• Collaborate closely with HR Operations, Benefits, Leave, and other related teams to ensure accurate data flow and compliance.
• Support HR initiatives related to system enhancements, process improvements, and policy implementation.

• Maintain strict confidentiality of payroll, compensation, and employee personal information.
• Ensure payroll and compliance activities align with established HR policies and approval processes.

• Ensure adherence to internal controls related to payroll approvals, data integrity, and confidentiality.

• Other duties as assigned

Essential Skills and Experience:

• 3–5 years of experience in payroll administration, time and attendance, and HR operations, preferably in a multi-state environment.
• Experience processing payroll and managing timekeeping systems, ideally within ADP Workforce Now.
• Experience administering state and local employment compliance requirements, annual notices, labor law postings, and unemployment administration.
• Working knowledge of federal and state wage and hour laws, payroll tax requirements, and unemployment insurance processes.
• Strong attention to detail with the ability to manage multiple deadlines in a highly regulated, deadline-driven environment.
• Proficiency in Microsoft Excel and other Microsoft Office applications.
• Ability to handle confidential information with professionalism and discretion.
• Strong communication and collaboration skills with a customer-service-oriented mindset.

Degree of Supervision:

• No Supervisory Responsibilities

Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical Demands: Job requires sitting up to eight hours a day and standing two to four hours a day. Body movement primarily in hand and arm functions associated with normal office activities. Hand and eye coordination and hand dexterity is required for handwriting and keyboarding over prolonged periods of time. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. This position requires occasional lifting and/or carrying of no more than 25 pounds and bending, squatting, pushing, and pulling.
• Work Environment: The noise level in the work environment is usually minimal.