Payroll Specialist

Position Summary

The Payroll Specialist is responsible for the accurate, timely, and compliant processing of multi-state payroll operations. This role ensures employee compensation, payroll taxes, garnishments, deductions, and leave balances are administered in accordance with federal, state, and local regulations as well as company policies.

The Payroll Specialist serves as a key partner to Human Resources, Finance, and branch leadership by maintaining payroll accuracy, resolving payroll-related issues, supporting audits, and ensuring compliance with all applicable employment and tax laws. The ideal candidate demonstrates exceptional attention to detail, analytical skills, confidentiality, and a commitment to operational excellence.

Essential Duties and Responsibilities

Payroll Administration

• Process bi-weekly and off-cycle payrolls accurately and within established deadlines.
• Review and validate employee timesheets, attendance records, PTO balances, and payroll data prior to payroll processing.
• Investigate and resolve payroll discrepancies, missed punches, pay adjustments, and timekeeping issues in collaboration with managers and Human Resources.
• Ensure proper calculation of regular wages, overtime, shift differentials, bonuses, reimbursements, deductions, and other compensation components.
• Maintain accurate payroll records and supporting documentation in compliance with federal, state, and company requirements.
• Process employee status changes, including new hires, terminations, transfers, pay rate changes, and leave-of-absence adjustments.

Compliance and Reporting

• Ensure payroll operations comply with federal, state, and local wage and hour laws, tax regulations, and company policies.
• Stay current on payroll legislation, labor regulations, and tax requirements affecting multi-state payroll administration.
• Prepare and reconcile payroll reports, audits, and supporting documentation for internal and external stakeholders.
• Assist with payroll-related audits and compliance reviews.
• Support year-end payroll activities, including W-2 preparation, payroll reconciliations, and tax reporting requirements.

Payroll Taxes and Deductions

• Process payroll tax withholdings and deductions accurately.
• Administer wage garnishments, child support orders, tax levies, and other court-ordered deductions in compliance with applicable regulations.
• Verify payroll deductions for benefits, retirement plans, and other employee programs.
• Assist with payroll tax filings, reconciliations, and reporting activities.

Leave and Benefits Administration

• Monitor and maintain employee PTO, sick leave, and other leave balances.
• Audit leave accruals and usage to ensure compliance with company policies and applicable laws.
• Coordinate payroll-related benefit deductions and retirement contributions.
• Support employee inquiries regarding payroll, deductions, leave balances, and compensation.

Systems and Process Improvement

• Utilize payroll and HRIS systems to maintain accurate employee payroll information.
• Identify opportunities to improve payroll efficiency, accuracy, and internal controls.
• Participate in payroll system testing, upgrades, and process enhancement initiatives.
• Maintain confidentiality and safeguard sensitive employee and payroll information.

Employee Support

• Serve as a primary point of contact for payroll-related questions and concerns.
• Provide professional and timely support to employees, managers, and business partners regarding payroll matters.
• Assist with payroll-related training and communication as needed.

Additional Responsibilities

• Perform payroll-related accounting reconciliations and adjustments.
• Support special projects, reporting requests, and departmental initiatives.
• Perform other duties as assigned.

Knowledge, Skills, and Abilities

• Thorough knowledge of payroll administration practices and payroll compliance regulations.
• Strong understanding of federal, state, and local payroll tax requirements.
• Experience processing payroll in a multi-state environment.
• Advanced proficiency in Microsoft Excel and payroll systems.
• Strong analytical, problem-solving, and reconciliation skills.
• Exceptional attention to detail and accuracy.
• Ability to manage multiple priorities and meet strict deadlines.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to build effective working relationships across all levels of the organization.

Core Competencies

Payroll Expertise

Demonstrates comprehensive knowledge of payroll processes, regulations, tax requirements, and best practices while ensuring accuracy and compliance.

Attention to Detail

Consistently produces accurate work, identifies discrepancies, and maintains high standards of quality and precision.

Analytical Thinking

Uses data-driven analysis to identify issues, resolve discrepancies, and improve payroll processes.

Communication and Customer Service

Communicates professionally and effectively with employees, managers, and external agencies while delivering exceptional customer service.

Integrity and Confidentiality

Handles sensitive payroll and employee information with discretion, professionalism, and the highest ethical standards.

Adaptability

Responds effectively to changing priorities, regulations, and organizational needs while maintaining accuracy and productivity.

Qualifications

Education

• Associate Degree in Accounting, Finance, Business Administration, or related field required.
• Bachelor's Degree in Accounting, Finance, Business Administration, or related field preferred.

Experience

• Minimum of 3 years of payroll processing experience required.
• Multi-state payroll experience strongly preferred.
• Experience with payroll tax administration, garnishments, leave tracking, and payroll audits preferred.
• Experience with HRIS and payroll software platforms required.

Technical Skills

• Proficiency in Microsoft Office Suite, including Excel, Outlook, Word, and SharePoint.
• Strong experience using payroll and timekeeping systems.
• Ability to generate reports, analyze payroll data, and perform reconciliations.

Working Conditions

• Work is primarily performed in an office environment.
• Extended periods of sitting and computer use are required.
• Occasional overtime may be necessary during payroll processing cycles, audits, year-end activities, and special projects.
• Must be able to maintain regular, reliable attendance and meet established deadlines.

Schedule

Monday–Friday

Hours may vary based on payroll cycles, business demands, and organizational needs. Occasional overtime may be required during payroll processing periods and year-end activities.