Payroll Specialist

Overview

The Payroll Specialist is responsible for the accurate, timely, and compliant processing of biweekly payroll and serves as a payroll subject matter expert for the organization. The position interprets and applies complex payroll laws and regulations, leads payroll compliance initiatives, manages payroll tax audits and agency inquiries, and performs significant payroll analytics and reporting. The role exercises independent judgment, makes recommendations that impact payroll operations and business practices, and contributes input to payroll policies and procedures. The position also provides backup for divisional payroll, serves as the first point of contact for employee and manager payroll questions, and supports Finance and HR initiatives.

Responsibilities

• Deliver excellent customer service to employees across all areas of the company.
• Maintain a customer-focused approach through timely follow-up, proactive communication, and responsiveness.
• Partner with managers to resolve payroll issues and address payroll administration concerns.
• Serve as the first point of contact for payroll questions and concerns, escalating to the Director, Payroll, Payroll Manager, or HR as appropriate.
• Serve as the payroll subject matter expert for the organization, with support from the Payroll Manager when necessary.
• Prepare payroll imports and process payroll in compliance with established policies, procedures, and federal, state, and local regulations.
• Review and validate payroll data affected by employment status changes, including new hires, transfers, address updates, terminations, leaves of absence, and changes to voluntary deductions, earnings, and taxes.
• Follow up with managers on timecard and PTO approvals and resolve related exceptions.
• Address direct deposit exceptions through timely follow-up.
• Calculate off-cycle manual checks and payroll reversals.
• Generate payroll reports and perform significant payroll analytics and reporting, identifying trends, variances, and opportunities to improve payroll accuracy and efficiency.
• Support payroll tax administration, including setup for new Pennsylvania local jurisdictions.
• Manage payroll tax audits and agency inquiries, including audit-related requests.
• Interpret and apply complex payroll laws and regulations to ensure accurate and compliant payroll processing.
• Lead payroll compliance initiatives.
• Participate in quarter-end and year-end payroll activities, including W-2 preparation.
• Exercise independent judgment on payroll matters rather than simply following established processes.
• Make recommendations that impact payroll operations and business practices.
• Contribute input to the development of payroll policies and procedures by identifying and recommending better ways to process payroll.
• Complete other assigned responsibilities and projects as needed.

Qualifications

• Associate or bachelor’s degree preferred.
• Minimum of 1–2 years of multistate payroll experience preferred; experience with PA, OH, IN, CA, and NY is especially helpful.
• 1–2 years of recent payroll software experience preferred, ideally with UKG Pro, formerly UltiPro.
• Payroll tax experience preferred.
• Ability to interpret and apply complex payroll laws and regulations and to exercise sound independent judgment.
• Demonstrated ability to maintain the highest level of integrity and confidentiality with employee data.
• Ability to meet strict deadlines with flexibility; occasional overtime or schedule adjustments may be needed for payroll, W-2, and tax deadlines.
• Professional, courteous interpersonal skills that support a positive employee experience.
• Excellent verbal and written communication skills.
• Quick learner and self-starter who works well independently and in a team environment.
• Intermediate to advanced proficiency in Excel and Outlook.
• Experience prioritizing and coordinating multiple tasks and deadlines.
• Strong communication, interpersonal, problem-solving, analytical, and attention-to-detail skills.
• Strong organizational skills.
• Strong sense of urgency and accountability.
• Flexible, positive approach to changing priorities.
• Contributes to team success by assisting with related departmental tasks as needed.

*This job description reflects management’s assignment of essential functions.  It does not prescribe or reflect the tasks that may be assigned.

Total CompensationBase pay is one element of the total compensation package. Eligible employees may also have access to a comprehensive benefits offering, including medical, dental, vision, life insurance, and a 401(k) plan.

Salary Range It is not typical for an individual to be hired at or near the top of the range. Individual pay may be influenced by factors such as skills, qualifications, experience, licensure, certifications, geographic location, and internal equity.

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