Payroll Specialist

The Payroll & HR Specialist is responsible for the accurate and timely administration of multi state, multi entity payroll and provides administrative support across key Human Resources functions. This position has primary responsibility for end-to-end payroll processing, payroll tax setup and maintenance, certified payroll, timekeeping administration, and payroll related compliance. This position requires a high degree of accuracy, confidentiality, organization, and independent judgment, as well as the ability to manage multiple payrolls, entities, jurisdictions, deadlines, and competing priorities.

• Own and process full cycle payroll for multiple legal entities and employees working across multiple states and jurisdictions.
• Process employee changes, earnings, deductions, bonuses, commissions, incentives, reimbursements, paid time off, garnishments, and other payroll transactions.
• Coordinate with managers to resolve timecard discrepancies, missing punches, approvals, and other payroll exceptions within established deadlines.
• Review timekeeping practices for compliance with company policies and applicable wage and hour requirements and elevate issues as appropriate.
• Process employment and income verification requests in accordance with company procedures and authorization requirements.
• Establish and maintain accurate state and local tax withholding for new hires, transfers, relocations, and employees working in multiple jurisdictions.
• Monitor payroll tax configurations and research and resolve tax notices, withholding discrepancies, and employee tax questions in coordination with the payroll provider.
• Prepare, review, and submit certified payroll reports for applicable prevailing wage projects. Maintain accurate classifications, wage rates, fringe benefit information, work locations, and hours required for certified payroll reporting.
• Manage the timely distribution of required 401(k) plan notices, disclosures, plan documents, amendments, and participant communications, and maintain distribution and delivery records for compliance and audit purposes.
• Reconcile payroll benefit deductions against enrollment records and carrier or vendor billing.
• Maintain accurate employee records within the HRIS, including employment, compensation, job, location, tax, and other required employee data.
• Maintain company Organizational Charts
• Conduct routine HRIS and benefit audits and research and correct missing, inconsistent, duplicate, or inaccurate data.
• Support annual and periodic payroll and HR compliance activities, including year end payroll reconciliation, W2 review, and employee data audits.
• Maintain company pay grades and compensation structures, ensuring employee pay data, job classifications, and assigned pay ranges are accurate and current.
• Prepare reports, reconciliations, and supporting documentation for Human Resources, Finance, auditors, carriers, and third party administrators.
• Identify opportunities to improve payroll and HR processes, controls, documentation, and system utilization.
• Maintain payroll procedures, calendars, reconciliation records, and process documentation.
• Coordinate with internal and external stakeholders to resolve administrative issues.

Required Qualifications:

• Associate or Bachelor’s degree in Human Resources, Accounting, Finance, Business Administration, or a related field.
• 3 or more years of progressively responsible payroll experience, including independent full cycle, multi state, and multi entity payroll processing.
• Experience supporting a geographically dispersed workforce.
• Working knowledge of federal, state, and local payroll, taxation, and wage and hour requirements.
• Experience with payroll tax setup and multi state employee taxation.
• Experience with certified payroll and prevailing wage requirements.
• Experience with benefits and 401(k) payroll administration and reconciliation preferred.
• Strong Microsoft Excel skills, including experience with large data sets, reconciliations, formulas, and reporting.
• Strong attention to detail with demonstrated ability to identify discrepancies, research issues, and independently drive problems through resolution.
• Strong organizational, analytical, and problem solving skills with the ability to manage multiple deadlines

Preferred Qualifications:

• Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC).
• Experience with in manufacturing, field services, construction, installation, or another environment with hourly and field based employees.
• Experience supporting…