Payroll Specialist

Payroll Specialist

Under the general direction of the Payroll Director, the Payroll Specialist is responsible for the accurate and timely processing of payroll for multiple companies operating across multiple states. This role manages full-cycle payroll processing for union, hourly, and salaried employees, while ensuring compliance with federal, state, and local payroll regulations. The Payroll Specialist serves as a key resource for employees, managers, Human Resources, and Finance by providing exceptional customer service and resolving payroll-related inquiries promptly and accurately. This position requires strong analytical skills, exceptional attention to detail, a thorough understanding of payroll laws and regulations, and the ability to thrive in a fast-paced, high-volume, multi-tasking environment with strict deadlines. The ideal candidate possesses advanced payroll knowledge, experience processing complex multi-state payrolls, and the ability to manage multiple priorities while maintaining accuracy and confidentiality.

Primary Responsibilities (May include but not limited to):

• Payroll Processing
• Process weekly and/or bi-weekly payrolls for multiple companies and multiple states.
• Process payroll for union, hourly, salaried, exempt, and non-exempt employees.
• Calculate and process regular wages, overtime, bonuses, commissions, retroactive pay, shift differentials, and special one-time payments.
• Review and audit payroll registers, earnings, deductions, taxes, direct deposits, reports, and general ledger entries prior to payroll approval.
• Ensure payrolls are processed accurately and on schedule, while meeting all payroll deadlines.
• Validate payroll data and identify discrepancies before payroll transmission.
• Process off-cycle payrolls, manual checks, and payroll adjustments as needed.
• Multi-State Payroll Compliance
• Maintain compliance with federal, state, and local payroll laws and regulations.
• Administer payroll taxation requirements across multiple jurisdictions, including managing federal, state, and local tax withholding, state unemployment insurance (SUI) codes and rates, and multi-state payroll tax and unemployment tax (SUTA) compliance requirements.
• Ensure compliance with varying state wage and hour laws, including minimum wage, overtime, meal and break requirements, and final pay regulations.
• Process wage garnishments, child support orders, tax levies, and other involuntary deductions in accordance with state-specific requirements.
• Assist with payroll tax reconciliations, quarterly filings, and year-end reporting.
• Employee Lifecycle Administration
• Coordinate and process new hire onboarding within payroll and HCM systems.
• Set up employee records, tax elections, direct deposits, deductions, and earnings codes.
• Process employee status changes, transfers, promotions, compensation changes, leaves of absence, and terminations.
• Ensure final pay complies with applicable state laws and company policies.
• Maintain employee payroll records and supporting documentation.
• Leave Administration
• Coordinate employee leave requests including vacation, sick time, personal time, leaves of absence, FMLA, and other applicable leave programs.
• Maintain accurate leave balances and ensure proper payroll coding.
• Partner with Human Resources and/or Benefits to ensure leave administration complies with company policy and legal requirements.
• Monitor and audit leave transactions for accuracy.
• Reporting, Auditing and Reconciliation
• Generate payroll reports for management, Finance, Human Resources, and external agencies as needed.
• Reconcile payroll registers, tax reports, benefit deductions, and payroll-related general ledger accounts.
• Assist with month-end, quarter-end, and year-end payroll activities.
• Support internal and external audits, including workers' compensation audits, payroll tax audits, financial audits, and benefit plan audits.
• Compile and analyze payroll data to identify trends, discrepancies, and opportunities for process improvement.
• Employee Support and Customer Service
• Provide exceptional "white glove" customer service to employees and managers regarding payroll-related questions and concerns.
• Respond to payroll inquiries accurately, professionally, and within established service-level expectations.
• Research and resolve payroll discrepancies in a timely manner.
• Communicate payroll policies, procedures, and deadlines effectively.
• Systems and Process Improvement
• Maintain proficiency in payroll, timekeeping, HCM, and reporting systems.
• Assist with payroll system implementations, upgrades, testing, and process improvements as needed.
• Partner with HR, Finance, Benefits, and Operations teams to streamline payroll processes.
• Document payroll procedures, SOPs, and maintain process controls.
• Recommend efficiencies and best practices to improve payroll operations.

Required Education / Skills / Equivalent Experience (Prior to hire / transfer):

• Education and Experience
• Minimum of 5 years of payroll processing experience required, including at least 3 years of experience managing complex multi-state payrolls and payroll tax compliance.
• Experience processing payroll for multiple companies and legal entities, including hourly, salaried, exempt, non-exempt, and union employees.
• Experience with payroll tax compliance and reporting required.
• Associate or bachelor's degree in accounting, Finance, Business Administration, Human Resources, or related field preferred.
• Experience processing union payroll preferred.
• Certified Payroll Professional (CPP) designation preferred.
• Technical Skills
• Advanced experience with payroll systems, preferably ADP Workforce Now and/or UKG.
• Experience with HRIS, time and attendance systems, and payroll integrations.
• Strong Microsoft Excel skills, including formulas, lookups, pivot tables, and payroll data analysis.
• Experience with payroll reporting and reconciliation.
• Knowledge of general ledger and payroll accounting principles preferred.
• Knowledge, Skills and Abilities
• Comprehensive understanding of payroll laws, regulations, and compliance requirements.
• Strong knowledge of federal, state, and local payroll tax regulations.
• Ability to understand and follow payroll processes and order of operations.
• Exceptional attention to detail and accuracy.
• Strong organizational, analytical, and problem-solving skills.
• Ability to manage multiple payrolls simultaneously while meeting critical deadlines.
• Ability to prioritize competing demands in a fast-paced, high-volume environment.
• Strong verbal and written communication skills.
• Ability to work independently with minimal supervision.
• Ability to maintain strict confidentiality and handle sensitive employee information.
• Demonstrated commitment to accuracy, accountability, and customer service excellence.

Location

The position is hybrid, allowing employees to work remotely up to three (3) days per week and requiring a minimum of two (2) days per week onsite at PVS Corporate Headquarters in Detroit, Michigan. Additional on-site attendance may be required based on business needs. New hires are required to attend in-office training up to four (4) days per week during their first 30 days of employment to support onboarding, training, and successful integration into the payroll team.

PVS values diversity and is committed to upholding the laws and regulations published by the Equal Employment Opportunity Commission. As an equal opportunity employer, PVS makes all employment-related decisions based upon qualifications, merit and business.

Benefits Include:

• Paid Time Off
• Health Insurance
• Dental Insurance
• Vision Coverage
• Life Insurance
• Short Term Disability
• Health Savings Account
• 401K Matching

Applicants must be able to pass a drug screen and background check.

Salary: Dependent on experience; $55,000 - $65,000

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from