Payroll Specialist

Job Title: Payroll Specialist

Division: Corporate

Status: Non-Exempt

JOB SUMMARY : We seek a motivated and enthusiastic individual to join our team as a Payroll Specialist.

ESSENTIAL DUTIES AND RESPONSIBILITIES : These include the following but are not limited to the job specifications contained herein.

• Accurately process multi-state bi-weekly and weekly payroll for 1,500+ exempt and non-exempt associates.
• Collect, audit, and upload monthly, quarterly, and ad-hoc bonuses into the HRIS.
• Review and audit electronic timekeeping records for compliance with established standards; follow up with managers and adjust as needed.
• Review, validate, and process Timesheet Adjustment Forms; verify correct hours, punches, and pay codes; and ensure all approved timesheet corrections are accurately entered into the timekeeping system.
• Prepare weekly and bi-weekly general ledger files, distribute to appropriate departments, and upload them into accounting software.
• Assist in verifying, calculating, and processing wage attachments in accordance with federal, state, and local laws.
• Enter and/or review employee submitted payroll data changes within the HRIS; notify appropriate parties; create and maintain required payroll files.
• Manage all employee tax and direct deposit functions, including verifying and approving tax forms (W-4, state withholding forms), processing direct deposit setups and changes, and resolving all employee inquiries related to taxes and direct deposits.
• Respond to associate questions and concerns related to payroll with professionalism, accuracy, and clarity.
• Complete unemployment processing for payroll related components, including wage verification and timely response to state agency requests.
• Open, review, and distribute incoming payroll related mail to ensure timely handling of state notices, garnishments, unemployment documents, and other compliance materials.
• Create and complete all check requests, partnering closely with Accounts Payable and Treasury to ensure accurate processing, proper approvals, and timely disbursement.
• Work with multi-state payroll requirements, including complex jurisdictions such as CA, CO, NY, and additional states as assigned.
• Ensure compliance with company procedures and federal, state, and local legal requirements.
• Proactively audit payroll data to maintain accuracy and data integrity within the HRIS.
• Collaborate with managers and employees to resolve discrepancies, provide guidance on payroll processes, and support continuous improvement.
• Assist the Payroll Director, Payroll Supervisor, and other payroll team members as needed to support departmental operations, special projects, and high volume processing periods.

QUALIFICATIONS :

• Associate degree or equivalent combination of education and experience required.
• Payroll processing experience preferred.
• Microsoft Excel skills ideal.
• Ability to analyze pay discrepancies, troubleshoot payroll issues, and resolve errors efficiently.
• Exceptional attention to detail and accuracy, especially in high volume environments.
• Strong problem solving, decision making, and analytical skills.
• Ability to work independently and collaboratively within a team.
• Strong organizational and time management skills with the ability to meet strict deadlines and manage shifting priorities.
• High degree of professionalism with strong interpersonal, verbal, and written communication skills.
• Ability to handle confidential information with sensitivity and communicate effectively with all levels of management.
• Experience partnering with HR, Accounts Payable, and Treasury on payroll related tasks (e.g., check requests, adjustments, tax forms, direct deposits).
• Ability to thrive in a high demand, fast paced environment, balancing urgency with accuracy.

WHAT WE OFFER:

• Competitive Salaries & Bonuses
• Medical, Dental & Vision Plans
• 401(k) Plan with Employer Matching Contributions
• Paid Personal Time & Holidays
• Flexible Spending Accounts
• Free Long-Term Disability
• Free Life Insurance
• Short Term Disability
• Health Savings Account with Employer Contributions
• Wellness Perks
• FinFit Health Finance Program
• Employee Apartment Discount
• Employee Referral Program
• Employee Recognition & Awards
• Employee Assistance Program
• Volunteer & Community Service Opportunities
• Tuition Reimbursement

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WHAT WE OFFER:

• Competitive Salaries & Bonuses
• Medical, Dental & Vision Plans
• 401(k) Plan with Employer Matching Contributions (including part-time employees)
• Paid Time Off (PTO) & 10+ Paid Holidays
• Paid Parental Leave
• Paid Birthday Off (Multifamily)
• Flexible Spending Accounts
• Company-Paid Long-Term Disability
• Company-Paid Life Insurance
• Short-Term Disability
• Health Savings Account with Employer Contributions
• Pre-Tax Commuter Benefit (Corporate)
• Wellness Perks (including part-time employees)
• FinFit Financial Wellness Program
• Legal Resources
• Employee Apartment Discount (including part-time employees)
• Employee Referral Program (including part-time employees)
• Employee Assistance Program (including part-time employees)
• Tuition Reimbursement
• Insta Pay Eligible
• Volunteer & Community Service Opportunities
• Employee Recognition & Awards

Benefit eligibility will be determined at the time of hire. Eligibility for certain benefits may vary based on position, location, hours worked, and other qualifying criteria.

Veteran Friendly

This pre-employment application will be given every consideration, but its receipt does not imply that the applicant will be employed. Each question should be answered in a complete and accurate manner as no action can be taken on this application until all questions have been answered.

Harbor Group Management is proudly an Equal Opportunity Employer EOE/M/F/D/V. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status.