Senior Payroll Specialist

Company Description

Rural Metro Fire is a national leader in private fire protection services for unincorporated communities across the U.S., including areas in Arizona, Tennessee, and Oregon. The organization is widely recognized for its expertise in on-site industrial fire protection for facilities such as airports, manufacturing plants, and oil refineries. With thousands of skilled and dedicated Firefighters and Paramedics, Rural Metro Fire operates in a wide range of environments, from fast-paced urban areas to rural communities and industrial sites. Committed to serving and protecting its communities, the company prides itself on providing outstanding emergency services. Rural Metro Fire values high-performing individuals who are ready to rise to new challenges.

Position Summary

The Senior Payroll Specialist is responsible for managing end-to-end payroll processes for a multi-state workforce, ensuring compliance with federal and state regulations, and maintaining accuracy and confidentiality. We are a fire department therefore we operate on a 24/7 schedule. This role requires advanced expertise in payroll systems, tax compliance, and auditing, as well as strong problem-solving and communication skills.

This is a hybrid position based in Huntsville, AL.

Essential Functions

• Own full-cycle payroll for multi-state employees for 1200 employees on a weekly and bi-weekly basis
• Ensure compliance with IRS guidelines and state-specific payroll laws in 20 states.
• Manage payroll tax filings, amendments, W-2 and W-2C processing.
• Oversee payroll-related HR functions such as onboarding, terminations, promotions, and union dues.
• Review pre-tax and post-tax deductions, including health & welfare benefits and garnishments.
• Conduct internal payroll audits and maintain documentation standards for risk management.
• Collaborate with Finance for payroll journal entries and general ledger reconciliation.
• Maintain vendor relationships and ensure seamless integration between payroll systems.
• Provide accurate payroll reports and respond to inquiries from internal and external stakeholders.
• Work closely with labor unions, HR, and finance teams to ensure payroll aligns with collective bargaining agreements (CBAs)
• Stay updated on contract negotiations and implement pay changes accordingly
• Ensure accurate calculation and reporting of prevailing wages in accordance with federal, state, and local regulations for applicable projects
• Identify opportunities to streamline processes and maintain up-to-date knowledge of payroll regulations and system updates.

Qualifications

• Payroll Systems & HRIS Platforms: 8 years with third-party systems including ADP and UKG
• Federal & State Payroll Regulations: 8 years of compliance experience.
• Multi-State Payroll & Taxes: 8 years of tax processing and filings.
• Benefits & Deductions: 4 years of managing deductions and garnishments.
• Labor Compliance: 4 years of compliance with leave policies.
• Internal Payroll Auditing: 4 years of audit and risk management experience.
• Payroll Accounting: 2 years of journal entries and reconciliations (preferred).
• End-to-End Payroll Processing (Advanced)
• Tax Law & Compliance (Advanced)
• Garnishments & Deductions (Intermediate)
• Accounting Principles (Intermediate)
• Vendor Management & System Integration (Advanced)
• High accuracy and attention to detail.
• Maintain strict confidentiality of payroll data.
• Strong problem-solving and troubleshooting skills.
• Excellent time management and ability to meet deadlines.
• Effective relationship building with vendors and internal teams.
• Clear written and verbal communication skills.

** The target salary for this position is between $75,000-$90,000 per year.

Position Disclaimer

This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties required by their supervisor. This document provides an overview of the position currently available and is not an employment contract. RMF reserves the right to modify position responsibilities or position descriptions at any time. Employment with RMF is at-will and either party can terminate the employment relationship at any time with or without cause and with or without notice within the confines of federal and state law.

RMF provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.