Overview
The Payroll Specialist is responsible for preparing and processing payroll for multiple divisions within the organization, ensuring accuracy, timeliness, and compliance with all federal, state, and local regulations. This role involves maintaining payroll records, verifying data, resolving discrepancies, and providing support to employees regarding payroll-related inquiries. Experience with ADP or similar payroll systems and a strong understanding of payroll laws and best practices are essential.
Responsibilities
- Process biweekly payroll cycles using ADP, including multiple pay cycles.
- Accurately calculate wages, deductions, overtime, bonuses, and commissions.
- Manage employee data flow between payroll, HR, and accounting systems.
- Ensure compliance with federal, state, and local payroll laws such as FLSA, wage garnishments, and tax regulations.
- Maintain confidentiality of all employee and payroll information.
- Prepare and distribute detailed payroll reports to relevant departments.
- Support year-end payroll processing including W-2s, 1099s, 1095-Cs, and other compliance reports.
- Conduct periodic payroll audits to identify and resolve discrepancies.
- Perform annual Non-Discrimination Testing and 5500 audits for the company 401(k).
- Collaborate with HR and finance teams for payroll accounting and reconciliation.
- Serve as the primary contact for employee payroll inquiries including deductions and direct deposits.
- Coordinate with HR on employee life-cycle events such as new hires, terminations, promotions, and salary changes.
- Assist new employees with payroll onboarding and policy explanations.
- Maintain and update payroll systems with employee information, pay structures, and tax settings.
- Recommend and implement process improvements to enhance payroll efficiency and accuracy.
- Assist with payroll system upgrades, testing, and new technology implementations.
- Administer and verify deduction data for benefit programs (e.g., FSA, HSA, 401(k)) ensuring correct enrollments and updates.
- Stay current on payroll laws and best practices and recommend necessary changes to company processes.
Qualifications & Skills
Education & Experience
- Bachelor’s degree in Accounting, Finance, Human Resources, or related field preferred but not required.
- 2–5 years of full-cycle payroll processing experience, ideally for organizations with 500 to 1500 employees.
- Proficiency with ADP or similar payroll software, particularly ADP Workforce Now.
- Advanced Microsoft Excel skills (pivot tables, VLOOKUPs) and strong ERP/reporting system experience; Oracle Fusion experience is a plus.
Technical & Soft Skills
- In-depth knowledge of payroll regulations including tax laws, wage and hour compliance, and benefit deductions.
- Strong mathematical and analytical skills with high attention to detail and accuracy.
- Excellent communication and interpersonal skills for effective interaction with employees and cross-functional teams.
- Ability to handle confidential payroll data with professionalism and discretion.
- Effective problem-solving skills and ability to work independently under tight deadlines.
- Well-organized with the ability to prioritize multiple tasks in a fast-paced environment.
Preferred Qualifications (Not Required)
- Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC).
- Experience managing multi-state or international payroll.
- Familiarity with benefits administration such as 401(k) contributions and health insurance deductions and related compliance.
Compensation & Benefits
- Salary Range: $54,000 to $62,000 annually.
- Benefits include health insurance, 401(k), vacation, and other perks.
- Work schedule options include remote, hybrid, or on-site.
Location
Flexible work arrangements available including remote, hybrid, and on-site options.