Payroll Specialist

Job Summary

Responsible for union & non‑union payroll functions, management of company vehicles, cash expense reimbursements, audit requests, reporting, and related activities across North America for approximately 1,300 employees.

• Process, reconcile, and ensure accuracy of union (weekly) and non‑union (biweekly) payroll for North America.
• Capture and process changes such as W‑4, direct deposit, and personnel data in a timely manner.
• Liaise with supervisors to approve timesheets, correct missed punches, and review Kronos hours for reasonableness.
• Run Kronos integration to Workday, compare hours/totals, and verify data balance.
• Run retro calculation and audit reports before payroll settlement to identify errors.
• Update shift rates, training rates, SUI rates, and 401(k) match in Workday.
• Enter historical corrections for hourly and salaried employees.
• Assign and approve pay groups to ensure employees are paid through the corresponding EIN.
• Coordinate with HR on pay‑related issues such as leaves of absence, FMLA, and special circumstances.
• Handle email and phone inquiries from supervisors and employees regarding payroll matters.
• Process special one‑offs such as severance, deceased wages, settlements, and PTO payout for terminations and retirees.
• Review payroll data for inefficiencies and errors, maintaining efficient processes compliant with all Federal and State regulations.
• Generate manual or on‑demand checks as required.
• Access, populate, validate, and load mass entries via EIB.
• Address Ivanti tickets in a timely manner, implementing corrections and responding to requestors.
• Complete verification of employment within 24 hours and verification of wages/hours worked for Workers Compensation, support orders, and unemployment.
• Manage payment calendars for the fiscal year.
• Process reimbursement of cash expenses through payroll.
• Ensure compliance with the union contract and update payroll for auto allowances/deductions.
• Calculate, process, and arrange payment for Washington State Unemployment taxes.
• Coordinate with ADP Canada for Canadian employee activities such as merit increases, bonuses, auto allowance, and year‑end tax statements.
• Collaborate with Cash Management and Accounts Payable to initiate ACH and wire payments.
• Manage relationships with ADP, submit new garnishments, and handle ADP Smart Compliance.
• Reconcile ADP periodic, quarterly, and monthly tax reports to Workday; identify tax errors and correct them.
• Pull wage payment reports each pay period and provide them to Cash Management for funding.
• Set up new state and local jurisdictions in ADP Smart Compliance.
• Manage year‑end/preparation and distribution of W‑2s.
• Stay current on state and federal payroll and tax‑related issues; assist employees with ADP registration and password resets.
• Pull garnishment reports from ADP and reconcile to Workday payroll.
• Audit arrears (benefits) balances and apply employee payments to reduce those balances in Workday.
• Provide data for EY and Sentry audits.
• Provide data for the benefits manager for John Hancock, Lincoln Financial, and workers compensation audits.
• Support HR with data for benefit plans and accurate data feeding to retirement and benefit suppliers.
• Review inbound file errors for Bswift and John Hancock; facilitate resolution.
• Reconcile pay‑flex (FSA & HSA) accounts to Workday payroll; provide HSA, EE, and ER contribution details weekly.
• Review Pay‑flex notifications for rejections and coordinate resolution.
• Maintain vendor relationships to discuss integration errors and corrections.
• Run ad‑hoc Workday reports for functional leaders (e.g., weekly overtime reports, monthly workers’ compensation hours).
• Run the monthly gross wages report and submit to the Palmetto GM.
• Complete the Texas Census at the end of each quarter.

• Standing rarely (0‑15%)
• Sitting frequently (46‑100%)
• Lifting up to 10 lbs without assistance
• Carrying up to 10 lbs without assistance
• Walking rarely (0‑15%)
• Hearing (ability to detect noises)
• Vision of clarity, with or without corrective lenses

• Problem solving frequently (46‑100%)
• Making decisions (moderate impact)
• Supervision rarely (0‑15%)
• Interpret data frequently…