Senior Payroll Specialist

Overview

The organization is seeking a Senior Payroll Specialist to provide advanced analytical support and technical expertise to ensure accurate execution, compliance, and integrity of the organization’s payroll runs.

Reporting to the Payroll Manager in the Finance Department, this role performs comprehensive technical QA/QC reviews on pre-processing data, identifies tax or operational variances, and fully executes the final bi-weekly payroll runs. The Senior Payroll Specialist will also serve as the primary system user to help ensure the payroll cycle is successfully completed and ready for management’s final approval. This position supports peers and new hires and assists with system enhancements and process improvements.

Responsibilities

• Assess complex payroll components (e.g., multi-state taxation, imputed income, union payroll, garnishments) and provide analysis to the Payroll Manager to maintain compliance and operational soundness.
• Monitor terminations to ensure last pay laws are followed.
• Act as a core functional user for UKG; support project planning for system enhancements, upgrades, or integrations under the guidance of the Payroll Manager.
• Research federal, state, and local regulatory changes and update/maintain internal repositories of payroll policies, procedures, and payroll project design/implementation.
• Prepare and reconcile data to support internal/external audits (e.g., 401k, financial statements) and ensure accurate audit execution.
• Perform reconciliations of payroll records to external systems including 401K system, accounting, and tax authorities.
• Conduct technical QA/QC reviews on payroll data prepared by the Payroll Specialist, identify tax/data variances, and make corrections for Payroll Manager review, formal approval, and sign-off prior to submission.
• Support high-stakes projects, including annual year-end activities; determine and perform payroll tax reconciliations and adjustments; support W-2 issuance; and assist with system updates.
• Review quarterly tax packets (941s) and recommend updates needed to ensure full tax compliance.
• Respond to unemployment claims.
• Serve as technical point of contact for complex payroll inquiries escalated from the Payroll Specialist, researching and providing solutions for high-level discrepancies.
• Collaborate with internal teams to acquire and research data needed for payroll project implementation (e.g., system upgrades, benefit plan changes).
• Provide analytical input on complex payroll dimensions (e.g., tax implications for multi-state moves or fringe benefits) to support organizational decision-making.
• Partner with the Payroll Specialist to sustain service during absences and ensure operational continuity (designated back-up).
• Engage external subject-matter specialists, including independent auditors, tax agencies, and payroll vendor consultants (UKG/ADP), to gather information relevant to audits and compliance projects.
• Proactively contact external partners to obtain information needed for payroll system optimizations and remain aligned with industry best practices and technology advancements.
• Secure cooperation and gather evidence for external auditors during year-end and 401k audit processes, providing analytical support to ensure a seamless audit cycle.
• Perform other duties as assigned.

Requirements

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
• CPP (Certified Payroll Professional) required; FPC (Fundamental Payroll Certification) preferred.
• 4–5 years of comprehensive payroll experience, including a proven track record in high-complexity environments (multi-state, union).
• Minimum 3 years of experience as a Power User or Subject Matter Expert (SME) in UKG (Pro/Ready) or similar enterprise-grade HCM/Payroll systems.
• High proficiency in MS Excel (pivot tables, VLOOKUPs, complex formulas) and Google Sheets for reconciling large datasets and preparing audit schedules.
• Experience with system implementations, testing (UAT), or managing API integrations between Payroll and HRIS/Benefits platforms.
• Ability to assess complex payroll components and develop analytical frameworks for process improvement under guidance.
• Strong interpersonal skills to secure cooperation from external auditors, vendors, and cross-functional internal partners.
• Exceptional ability to manage highly confidential information and navigate ambiguous situations with professional confidence.

Preferred Qualifications

• FPC (Fundamental Payroll Certification).

Compensation & Benefits

• $75,000–$80,000 per year

Location & Travel

• Travel: 0–5% domestic

Equal Employment Opportunity

The organization participates in the E-Verify program and is an equal employment opportunity employer committed to maintaining a non-discriminatory work environment. It does not discriminate based on race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law.