Payroll Specialist

Job Summary

The Payroll Specialist is responsible for processing payroll accurately and timely, ensuring compliance with federal, state, and local regulations. This role involves maintaining payroll records, calculating wages, verifying timesheets, processing deductions, running payroll reports and handling employee inquiries regarding payroll.  This role is responsible for establishing state tax accounts, managing payroll tax records, and ensuring adherence to all payroll-related tax laws and regulations under the direction of the Payroll Manager.

Essential Job Duties and Responsibilities

• Accurately process and document time and payroll for 1,000+ employees across various pay frequencies, states, and legal entities in a timely manner, under the guidance of senior management.
• Establish state and local tax accounts to support business growth and expansion.
• Prepare and maintain payroll records and reports to ensure accuracy and compliance.
• Verify timesheets for completeness and accuracy, following up with approvers as necessary.
• Validate payroll changes for the current pay period based on updates from the Human Resources team.
• Provide cash requirement reports for payroll funding and 401(k) deposits to the Controller and Treasurer.
• Stay informed on payroll tax laws, including salary, benefits, and compensation taxation.
• Scan, review, and respond to tax-related correspondence received via mail or email.
• Address employee payroll related inquiries, including managing questions or concerns received through the dedicated company payroll e-mail inbox.
• Safeguard sensitive payroll data by upholding strict confidentiality and ethical standards.
• Perform additional duties as assigned to support payroll operations, improve processes, and ensure efficiency.

Education and/or Experience

• High School degree or equivalent
• 5+ years of payroll processing experience in a multi-state or multi-entity environment.
• Experience in establishing state tax identification numbers.
• Familiarity with payroll the software UKG, or similar, with a preference for UKG.
• Strong understanding of payroll tax laws, wage regulations, and labor compliance.

Skills/Specialized Knowledge

• Proficiency in Microsoft Excel.
• Exceptional attention to detail and accuracy.
• Ability to manage competing priorities and meet tight deadlines under pressure.
• Strong problem-solving, analytical, and organizational abilities.
• High level of maturity and discretion when handling confidential and sensitive payroll information.