Payroll Specialist

Role Overview

• Process weekly and bi-weekly payrolls across multiple entities, ensuring accuracy and timeliness
• Review, audit, and approve employee timesheets and payroll data prior to final submission
• Manage payroll adjustments, including bonuses, garnishments, direct deposits, tax withholdings, and address updates
• Monitor and resolve payroll discrepancies, including missing or incomplete employee data (e.g., unemployment state codes)
• Conduct payroll reconciliations and maintain supporting documentation
• Generate and maintain payroll-related reports, including PTO, bereavement, holiday, volunteer time, and leave tracking
• Prepare labor detail reports and certified payroll reports (WH-347)
• Update and maintain compliance portals for reporting hours and wages
• Support quarterly and periodic reporting requirements, including BLS reporting and MWRs
• Ensure payroll practices align with federal, state, and local regulations
• Respond to payroll-related inquiries from employees and managers in a timely, professional manner
• Follow up on outstanding timesheets and payroll issues to ensure deadlines are met
• Communicate regarding payroll matters such as live checks, CA meal compliance, and new hire onboarding
• Maintain payroll files, folders, and reporting documentation within payroll systems (e.g., UKG)
• Organize and archive final payroll reports and supporting records
• Manage payroll email inbox and documentation workflows
• Update internal payroll instructions and guidance materials
• Perform mail processing, including scanning, distribution, and handling unemployment documentation
• Complete initial unemployment paperwork and maintain related records
• Support labor adjustments and payroll-related audits
• Provide ad hoc reporting, research, and analysis as requested

Requirements

• 2+ years of payroll, accounting, or related administrative experience
• Experience processing payroll in a multi-state, multi-entity environment preferred
• Familiarity with payroll systems such as UKG or similar platforms
• Knowledge of payroll regulations, tax withholdings, and compliance reporting (BLS, certified payroll, etc.)
• Strong attention to detail and accuracy with the ability to manage deadlines
• Excellent organizational and time management skills
• Strong communication skills with a customer-service mindset.

Benefits

• Health insurance
• Retirement plans
• Paid time off