Payroll Specialist

Job Description: Payroll Specialist

Department: Finance / Payroll
Reports To: Payroll Manager
Employment Type: Full-Time
Payroll Cycle: Bi-Weekly

Payrate -  21$

Position Summary

The Payroll Specialist performs advanced and complex payroll functions to ensure the accurate, timely, and compliant processing of employee compensation. This position independently manages complex payroll transactions, interprets and applies payroll policies and applicable collective bargaining provisions, resolves escalated payroll issues, and performs reconciliation and reporting activities. The Payroll Specialist serves as a subject matter resource for payroll processes and may provide guidance, training, or review of the work of other payroll staff

Essential Job Functions

1. Core Payroll Processing & Transaction Management

• Process complex payroll transactions and ensure accurate and timely payment of employees.
• Validate employee pay hours to ensure an accurate and timely bi-weekly payroll cycle.
• Process and resolve complex payroll adjustments, including retroactive pay, wage corrections, supplemental payments, final pay, garnishments, tax withholding adjustments, benefit deductions, and other payroll-related corrections.
• Manage garnishment setups and adjustments directly within the ADP payroll platform.
• Assist in reviewing the preview check register and make necessary corrections prior to finalizing the payroll run.
• Prepare off-cycle payroll checks as required for immediate or emergency situations.
• Prepare check requests and compile supporting backup documentation for payroll deductions paid out through Accounts Payable or via ACH deposit.

2. Compliance, Policy Interpretation & Auditing

• Research, interpret, and apply payroll policies, procedures, collective bargaining provisions, and applicable federal, state, and local laws to ensure consistent, compliant payroll administration.
• Apply specific pay rules as outlined in the ATU (Amalgamated Transit Union) and Teamster Labor Contracts, Non-Bargaining handbook, and Department of Labor (DOL) requirements.
• Review payroll data for accuracy, completeness, and compliance prior to the next processing cycle, identifying and correcting variances.
• Support internal and external audits by gathering documentation, researching specific payroll transactions, responding to auditor inquiries, and assisting with the implementation of corrective actions or process improvements.
• Maintain strict confidentiality and security of employee payroll, tax, and personal identifying information (PII).

3. Reconciliations, Reporting & Year-End Activities

• Perform payroll-to-general-ledger (G/L) reconciliations and research/resolve variances between payroll records, accounting books, benefit deductions, tax liabilities, and related financial systems.
• Prepare, maintain, and analyze payroll reports, records, reconciliations, and supporting documentation for management review.
• Assist with year-end payroll activities and reporting, including the reconciliation and verification of payroll records, taxable wages, deductions, and other critical information necessary for required tax reporting and employee wage statements (W-2s).

4. Employee Relations & Advisory Support

• Investigate and resolve escalated payroll discrepancies, employee inquiries, and complex pay issues; identify root causes and recommend or implement permanent corrective actions.
• Serve as a technical subject matter resource to payroll staff, department managers, and employees regarding complex payroll matters.
• Provide guidance, training, or review of the work of other payroll staff members.
• Assist the Payroll Manager with special projects and other tasks as needed.

Job Requirements & Qualifications (Recommended additions based on your text)

• Experience: Proven experience managing complex, multi-state payroll operations, ideally within a unionized/highly regulated environment.
• Systems Knowledge: Deep operational knowledge and hands-on experience with ADP Payroll software.
• Labor Relations: Experience interpreting and applying complex collective bargaining agreements (specifically ATU and Teamster contracts preferred).
• Regulatory Knowledge: Strong working knowledge of DOL regulations, wage and hour laws, and garnishment compliance.

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