Payroll & Timekeeping Specialist

Job Description

Job Description

Description:

Position Summary:

The Payroll & Timekeeping Specialist is responsible for the accurate and timely administration of employee timekeeping and payroll-related activities. This position will oversee daily timecard management, review and reconcile employee hours, resolve timekeeping discrepancies, and assist employees and managers with timekeeping and payroll questions.

The ideal candidate is highly organized, detail-oriented, comfortable working with large amounts of time and attendance data, and able to communicate effectively with drivers, supervisors, and management. Experience with trucking, transportation, and logistics hourly workforce is strongly preferred.

Key Duties and Responsibilities:

Timekeeping & Timecard Management

• Review employee timecards for accuracy, completeness, and compliance with company policies.
• Monitor and resolve missing, incomplete, or unusual time entries by reviewing with employees and managers.
• Review hours worked, overtime, vacation, sick time, holidays, and other types of paid time.
• Compare timekeeping records against available operational data, such as driver logs, dispatch records, or electronic logging/timekeeping systems (Paylocity & Samsara)
• Research and resolve discrepancies between timekeeping and payroll records.
• Make authorized corrections to employee timecards and maintain appropriate documentation.
• Ensure timecards are completed and approved by both employees and their managers before payroll deadlines.
• Report and track recurring timekeeping issues and identify opportunities to improve the process.

Employee & Manager Support

• Serve as the primary point of contact for employees regarding timekeeping and payroll-related questions.
• Assist employees with questions regarding their timecards, payroll records, and time off requests.
• Work directly with supervisors and managers to resolve timecard issues and obtain approvals.
• Educate employees and managers on proper timekeeping procedures and company policies.
• Communicate payroll deadlines and outstanding timecard requirements.
• Escalate complex payroll issues to the Director, People & Culture and/or Divisional Controller.

Payroll Support

• Prepare and review timekeeping information for payroll processing.
• Perform pre-payroll audits to identify errors before payroll is finalized.
• Reconcile timekeeping data to payroll reports.
• Verify overtime, premium pay, bonuses, deductions, and other payroll-related items as assigned.
• Assist with payroll adjustments, off-cycle payments, and corrections.
• Maintain accurate payroll and timekeeping records.

Compliance & Reporting

• Maintain confidentiality of employee payroll and personal information.
• Identify and escalate potential wage-and-hour discrepancies.
• Prepare regular reports related to attendance, overtime, timecard compliance, and payroll.
• Assist with payroll reporting and audits as needed.

Required Qualifications:

• 2+ years of experience in payroll, timekeeping, payroll administration, HR administration, or a related field.
• Bilingual (English/Spanish) is required.
• Experience supporting a large hourly workforce preferred.
• Strong Excel skills and experience working with payroll/timekeeping systems.
• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to identify discrepancies and research the underlying cause.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive employee information.
• Ability to work effectively with employees at all levels, including drivers, supervisors, and management.
• Ability to meet strict payroll deadlines in a fast-paced environment.

Physical & Environmental Requirements:

Physical Demands (check all that apply):

?Prolonged sitting (office/administrative work)
?Prolonged standing (warehouse/onsite support)
?Walking for extended periods across facilities or yards
?Lifting up to ___ lbs
?Bending, stooping, kneeling, or crouching
?Reaching above/below shoulder level
?Repetitive hand/wrist movements (typing, scanning, equipment use)
?Operating equipment (forklift, pallet jack, etc.)
?Driving as part of job duties (local or regional travel)
?Climbing stairs or ladders
?Other: ______________________

Work Environment (check all that apply):

?Office environment
?Outdoor work (yards, loading areas, client sites)
?Exposure to varying temperatures (heat/cold)
?Exposure to moderate/high noise levels
?Fast-paced, high-volume operational environment
?Travel required (___%)
?Multi-site and/or client-facing environment
? Other: ______________________

Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions of this role.

We are proud to be an equal opportunity employer and are committed to building a workplace where everyone feels valued, respected, and empowered to succeed. We make all employment decisions based on qualifications, merit, and business needs, without regard to any status protected by applicable law.

The above statements are intended to describe the general nature and level of work being performed. The statements should not be construed as an exhaustive list of all responsibilities, duties, and skills required. There may be additional duties outside the normal responsibilities to be performed as needed. 

Requirements: