Payroll Specialist

We are seeking a highly detail-oriented Payroll Specialist to support our multi-entity payroll operations. This role is responsible for the accurate and timely processing of payroll, compliance reporting, and administrative payroll functions across multiple business units. The ideal candidate thrives in a fast-paced environment, demonstrates strong analytical skills, and takes ownership of ensuring payroll accuracy and compliance.\

Key Responsibilities Include, but are not limited to: 

Payroll Processing & Administration

• 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

Reporting & Compliance

• 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

Employee & Manager Support

• 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

Data Management & Documentation

• 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

Administrative & Operational Support

• 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

Qualifications:

• 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

What Success Looks Like

• Payroll is processed accurately and on time across all entities
• Timesheet and payroll discrepancies are proactively identified and resolved
• Compliance reporting is completed correctly and within required timelines
• Employees and managers receive timely, clear support on payroll-related questions
• Payroll records and documentation are well-organized and audit-ready

Additional Responsibilities

• Maintain a clean, organized, and efficient work environment
• Stay current on payroll best practices and regulatory changes
• Perform other duties as assigned to support payroll operations

Apex Title: Payroll Specialist

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