Payroll Specialist

Job Scope 

High level purpose of function. 

The Payroll Specialist plays a critical role in ensuring accurate, compliant, and timely payroll delivery across the organization. This role is responsible for the end-to-end payroll process, including payroll operations, payroll system administration, payroll compliance, and continuous process improvement. Also Time and Attendance Management for Blue- and White-Collar Workers will be required.  

In addition to operational payroll responsibilities, the Payroll Specialist will lead and support the implementation, migration, and optimization of payroll systems. This includes establishing new payroll processes and systems aligned with Swedish legislation, collective bargaining agreements, tax regulations, reporting requirements, and global payroll governance standards. 
 

The successful candidate will bring extensive hands-on payroll experience, a proven track record of payroll system implementations and payroll transitions, and deep expertise managing payroll within a global and complex organizational environment. 

Key Responsibilities 

Overall areas of responsibilities and activities 

Key responsibilities include (but are not limited to) 

• Collecting and verifying employee timesheets, attendance records, and other relevant payroll data. 

• Processing payroll accurately and on time for employees in accordance with company policies and applicable legislation. 

• Entering payroll information accurately into payroll systems and ensuring data integrity at all stages of the payroll cycle. 

• Calculating wages, salaries, bonuses, commissions, benefits, pension contributions, and statutory deductions. 

• Managing and resolving payroll discrepancies and employee inquiries in a timely and professional manner. 

• Ensuring compliance with Swedish payroll legislation, CBA, tax regulations, social security requirements, collective bargaining agreements, and applicable employment laws. 

• Supporting and managing payroll activities across a global organization, collaborating with regional payroll providers and stakeholders where required. 

• Providing payroll expertise regarding payroll system implementations, payroll migrations, and payroll transformation initiatives, including requirements gathering, testing, validation, and go-live activities. 

• Establishing and configuring new payroll processes and controls to ensure full compliance with local regulations and organizational requirements. 

• Partnering with HR, Finance, Legal, and external vendors to ensure seamless payroll operations and regulatory compliance. 

• Performing payroll audits, reconciliations, and quality checks to identify and resolve discrepancies proactively. 

• Generating payroll reports, tax reports, statutory filings, and other payroll-related documentation for internal and external stakeholders. 

• Maintaining payroll documentation, policies, procedures, and process controls. 

• Safeguarding confidential employee and payroll information with the highest level of integrity and discretion. 

• Monitoring changes in payroll legislation, labor laws, taxation, and reporting requirements and ensuring payroll processes remain compliant. 

• Driving continuous improvement initiatives to increase payroll accuracy, efficiency, automation, and employee experience. 

Requirements 

Educational background and previous experience required for the role. 

• High school diploma or equivalent; Bachelor's degree in Accounting, Finance, Human Resources, Business Administration, or a related field preferred. 

• Minimum 7 years of hands-on payroll experience, including end-to-end payroll processing and administration, preferably in manufacturing organization.  

• Proven experience managing payroll within a global organization 

• Extensive experience working with Swedish payroll legislation, tax regulations, reporting requirements, pensions, and social security obligations.  

• Liaise, as necessary, with institutions such as Skatteverket and Försäkringskassan 

• Demonstrated experience leading payroll system implementations, payroll migrations, and payroll transformation projects. 

• Proven experience setting up new payroll systems, establishing payroll processes, and ensuring alignment with local statutory and compliance requirements. 

• Strong experience working with payroll vendors, implementation partners, and internal stakeholders during payroll transitions. 

• Advanced knowledge of payroll processes, calculations, controls, and compliance requirements. 

• Strong understanding of time reporting systems, shift schedules, manufacturing environments, working time regulations, and factory payroll operations. 

• High proficiency in payroll software and Microsoft Office Suite, particularly Excel. 

• Exceptional attention to detail, accuracy, and data validation. 

• Excellent analytical, problem-solving, and decision-making skills. 

• Strong communication and stakeholder management skills. 

• Ability to work independently, prioritize effectively, and manage multiple deadlines. 

• Ability to handle sensitive and confidential information with integrity and discretion. 

• Experience with payroll platform ADP and Workday or similar systems are required 

• Native Swedish speaking and written skills are required as well as professional English skills 

Specific skills 

• Proficiency in payroll processing software and tools. 

• Strong numerical aptitude and attention to detail. 

• Ability to work effectively under pressure and meet tight deadlines. 

• Excellent organizational and time management skills. 

• Strong problem-solving and analytical abilities. 

• Knowledge of tax laws, regulations, and compliance requirements.  

• Familiarity with HR and accounting principles and practices.  

• Familiarity with Collective Bargaining Agreements (CBAs) or local negotiation agreements.  

• Ability to interpret and apply CBA provisions or local negotiation terms related to payroll and compensation. 

• Experience in navigating and resolving payroll issues within the framework of CBAs or local negotiation agreements.  

• Strong understanding of union-related payroll requirements and compliance obligations. 

• Effective communication and negotiation skills when interacting with union representatives or stakeholders.  

• Ability to maintain positive relationships with union members and representatives while ensuring compliance with contractual obligations. 

• Experience in documenting and reporting payroll activities in accordance with CBA or local negotiation requirements.