Payroll Specialist

Job Title:
Payroll Specialist

Job Description

The Payroll Specialist ensures accurate and timely processing of payroll for a large, multi-state employee population. This role manages end-to-end payroll activities using IFS and ADP, maintains payroll-related records and reconciliations, supports internal and external audits, and serves as a key resource for employees and Human Resources on payroll-related inquiries. The position requires strong attention to detail, advanced Excel skills, and a solid understanding of payroll regulations and accounting principles.

• Review IFS time reporting data for accuracy and communicate necessary corrections and adjustments to supervisors.
• Transfer system-generated time reporting information from IFS into ADP for payroll processing.
• Process ADP-generated payroll accurately and on schedule for a large, multi-state employee base.
• Maintain organized files of ADP tax-filing documents and payroll summary reports for reference and audit purposes.
• Reconcile cash activity related to payroll with ADP Tax Services reports to ensure accuracy and completeness.
• Respond promptly and professionally to employees’ inquiries regarding paycheck information and payroll issues.
• Maintain spreadsheets that track and reconcile weekly payroll data, ensuring data integrity and consistency.
• Process manual checks to correct discrepancies and handle special payrolls, including annual bonus payments.
• Calculate new hire pay, termination pay, and other adjustments to regular pay in accordance with company policies and applicable regulations.
• Reconcile payroll reports to quarterly 941 filings and annual W-2 forms to ensure compliance and accuracy.
• Maintain the general ledger for all payroll-related transactions, ensuring proper coding and documentation.
• Reconcile the payroll register to the general ledger and prepare necessary adjusting journal entries.
• Prepare and submit annual workers’ compensation reports to insurance carriers in a timely and accurate manner.
• Prepare journal entries and perform account analyses as assigned to support accounting and finance functions.
• Process stop payments and payroll adjustments as needed, ensuring proper authorization and documentation.
• Calculate and deduct appropriate amounts from payroll checks, including tax with holdings, garnishments, and other deductions, ensuring correct computing and withholding.
• Verify all overtime hours with appropriate management personnel before issuing payroll checks to ensure compliance with wage and hour regulations.
• Contribute to team efforts by taking on related duties as needed and supporting colleagues in payroll and accounting functions.
• Provide payroll-related documents and reports as requested by Human Resources.
• Stay current on changes in payroll legislation, tax laws, and regulations, and recommend process improvements to enhance accuracy, efficiency, and compliance.
• Assist with internal and external payroll audits by providing required documentation, reconciliations, and explanations.

• Minimum of three years of experience in a payroll function within a corporation with a payroll size greater than 1,200 employees, including multi-state payroll.
• Extensive knowledge of ADP or another enterprise payroll software tool.
• Strong understanding of federal, state, and local tax laws and regulations, including wage and hour laws, state unemployment insurance (SUI), and reciprocity agreements between states.
• High level of proficiency in MS Office, with advanced Excel skills including formulas, pivot tables, and VLOOKUP.
• Exceptional accuracy in data entry and numerical calculations to prevent errors and compliance issues.
• Ability to research, analyze, and resolve complex payroll discrepancies and issues across…