Payroll Specialist

About this role

The Payroll Specialist is a critical position responsible for managing payroll operations across ten entities in multiple states, serving approximately 800+ employees. This role demands technical expertise in payroll processing and compliance, strong collaboration skills, and a commitment to exceptional customer service. As the primary contact for employee payroll inquiries, you will ensure seamless integration between payroll, accounting, and benefits functions.

This position reports to the Manager, Total Rewards and works alongside one other Payroll Specialist as part of a two-person payroll team.

This is a hybrid position based out of our Round Rock, TX office.

• Manage weekly, bi-weekly, and semi-monthly payroll cycles for multiple entities, ensuring all employees are paid accurately and on time.

• Review and validate timekeeping data, proactively reconciling hours worked, overtime, and leave balances to resolve discrepancies before submission.

• Collect, calculate, and enter payroll data to maintain up-to-date records, including summaries of earnings, taxes, deductions, and non-taxable wages.

• Support year-end payroll close processes and the preparation of W-2s.

• Ensure strict compliance with federal, state, and local payroll laws and tax regulations, including timely tax filings and audit record maintenance.

• Set up and maintain state tax accounts as the organization expands into new jurisdictions.

• Prepare and reconcile payroll tax with holdings, wage garnishments, and voluntary deductions.

• Stay current on legislative changes in payroll and tax requirements, adapting internal processes to remain compliant.

• Coordinate with the Accounting team to ensure accurate ledger entries and payroll-related journal postings.

• Partner closely with Benefits and Compensation teams to ensure correct deductions for health insurance, retirement plans (401k), and other programs.

• Prepare and deliver comprehensive payroll reports for management, audits, and cross-functional departments.

• Serve as the primary point of contact for employee payroll inquiries and employment/wage verifications, responding promptly and professionally.

• Provide backup support for the Payroll team as needed.

• Perform regular audits and reconciliations between payroll reports and the 401k recordkeeper’s platform to ensure data integrity and compliance with plan documents.

• Assist with year-end compliance testing and annual audits by preparing detailed contribution reports, census data, and supporting documentation for external auditors and the TPA.

• Identify and implement opportunities to streamline payroll processes, leveraging technology and best practices to improve accuracy and efficiency.

• Support system upgrades and payroll technology enhancements to ensure the organization remains aligned with industry standards.

• Minimum of 5 years of experience managing union, multi-state, multi-entity payroll in complex environments.

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field is preferred.

• CPP (Certified Payroll Professional) certification is highly preferred.

• Experience with major platforms such as ADP, Workday, Dayforce, or SAP Success Factors is valued.

• Deep knowledge of state tax compliance, multi-state payroll regulations, and wage garnishment laws.

• Strong organizational and problem-solving abilities with a high level of attention to detail.

• Excellent oral and written communication skills with a service-oriented approach to employee support.

• Demonstrated ability to handle sensitive, confidential information with the utmost discretion.

• Advanced proficiency in Microsoft Excel (e.g., VLOOKUPs, pivot tables).

• Ability to work independently and collaboratively in a fast-paced, dynamic environment.

• Competitive Salary:
  Base range (commensurate with experience) + bonus

• 401(k) Retirement Plan:
  Incudes a generous company match.

• Comprehensive Health Coverage:
  Multiple medical plan options, including 100% company-paid plans.

• Wellness & Lifestyle Perks:
  Enjoy…