Payroll Specialist

SUMMARY: The Payroll Administrator is responsible for processing accurate and timely payroll, ensuring compliance with federal, state, and local wage and tax regulations. This role manages payroll data entry, resolves discrepancies, processes deductions and garnishments, and maintains payroll records while serving as a key point of contact for employee pay-related questions. The ideal candidate is highly detail-oriented, organized, and trustworthy, with strong analytical skills and a solid understanding of payroll systems and compliance requirements.

 

ESSENTIAL DUTIES AND RESPONSBILITIES:

• Process bi-weekly payroll for approximately 500 - 700 hourly employees, ensuring accuracy of hours worked, overtime, shift differentials, and other pay adjustments.
• Review and validate timekeeping system data, resolving discrepancies with managers and employees prior to payroll processing.
• Calculate and process deductions, garnishments, benefits contributions, and other withholdings in accordance with company policy and legal requirements.
• Ensure payroll compliance with federal, state, and local wage and hour laws, including overtime rules and minimum wage requirements across applicable jurisdictions.
• Process new hire, termination, and status change entries accurately and on schedule within the payroll system.
• Support the integration of newly acquired locations or employee populations into the payroll system, including data mapping, setup, and validation during transition periods.
• Coordinate with HR and onboarding teams to ensure new acquisition employees are set up correctly for their first payroll cycle.
• Audit payroll data for accuracy prior to submission, identifying and correcting errors before pay is issued.
• Respond to employee payroll inquiries, resolving pay discrepancies and issues in a timely and professional manner.
• Maintain accurate payroll records and documentation to support audits and compliance reviews.
• Process off-cycle payments, corrections, and adjustments as needed.
• Reconcile payroll reports and assist with payroll-related month-end close activities.
• Stay current on payroll regulations and tax law changes, particularly as they apply to newly acquired locations in different jurisdictions.
• Assist with system testing and process updates when integrating acquired companies' payroll data into existing systems.

 

KNOWLEDGE AND SKILLS:

• Strong working knowledge of payroll processing for hourly employee populations, including overtime, shift differentials, and multi-jurisdiction wage and hour laws
• Proficiency with payroll systems and timekeeping software
• Experience supporting payroll integration during mergers, acquisitions, or system conversions, including data mapping and validation
• Solid understanding of federal, state, and local payroll tax regulations and compliance requirements
• Familiarity with wage garnishments, benefit deductions, and other payroll withholding processes.
• Strong analytical and problem-solving skills to identify and resolve payroll discrepancies quickly and accurately
• High attention to detail and accuracy when handling high-volume payroll data
• Ability to manage confidential employee and compensation information with discretion
• Strong organizational and time management skills to meet strict, recurring payroll deadlines
• Excellent communication skills to interact with employees, managers, and HR/finance teams on payroll matters
• Ability to adapt quickly to new systems, processes, or organizational structures resulting from acquisitions
• Proficiency with Microsoft Excel and standard office software for reporting and reconciliation

 

PHYSICAL REQUIREMENTS:

This position is primarily performed remotely in a home office environment. The role requires the ability to work effectively at a computer for extended periods, including frequent use of a keyboard, mouse, monitor, and telephone or video conferencing technology. The employee must be able to communicate effectively through virtual and electronic means and maintain a safe, functional workspace conducive to performing job responsibilities. Occasional movement, sitting, standing, and the ability to lift or move light office materials may be required.

 

MINIMUM QUALIFICATIONS:

• Two year degree in a related field or equivalent of 3 years of Payroll experience
• Payroll certification preferred
• Proficient in HRIS utilization
• Proficient using MS Word, Excel and Outlook