Job Summary:
The Payroll Specialist is responsible for the accurate and timely processing of multi-state U.S. payroll using ADP Workforce Now (WFN). This role ensures compliance with federal, state, and local payroll regulations while maintaining employee payroll records, processing payroll transactions, and providing exceptional customer service to employees and managers. The Payroll Processor partners closely with People+, Benefits, Finance, and third-party vendors to ensure payroll accuracy and compliance.
Key Responsibilities:
Payroll Processing
- Process bi-weekly payrolls through ADP Workforce Now.
- Review and audit payroll data, including new hires, terminations, pay rate changes, promotions, bonuses, commissions, and deductions.
- Validate time and attendance data, ensuring accuracy and completeness before payroll processing.
- Analyze payroll registers and exception reports to identify and correct discrepancies.
- Process off-cycle payrolls, manual checks, and payroll adjustments as required.
- Balance payroll prior to final management review
Compliance & Tax Administration
- Ensure compliance with federal, state, and local payroll laws and regulations.
- Support payroll tax inquiries escalating to Team Lead where required and work with ADP regarding tax filings and notices.
- Process wage garnishments, child support orders, tax levies, and other court-ordered deductions.
- Maintain compliance with FLSA, state wage and hour requirements, and company policies.
- Assist with year-end activities, including W-2 preparation, reconciliation, and distribution.
- Participate in company audits (401K NDT, organizational, workers comp, etc) as required
Employee Support & Manager Support
- Respond to employee and management inquiries regarding pay, taxes, deductions, time reporting, and payroll policies.
- Research and resolve payroll discrepancies in a timely and professional manner.
- Educate employees on self-service payroll functionality within ADP Workforce Now.
- Perform onboarding orientation and ongoing training to employees and managers
Payroll Administration
- Maintain employee payroll records and ensure data integrity within ADP Workforce Now.
- Review and process benefit deductions, retirement plan contributions, and other voluntary deductions as per direction of the Benefits department.
- Support payroll audits, internal controls, and compliance requirements.
- Document payroll procedures and participate in process improvement initiatives.
- Collaborate with People+ to provide payroll communications to the organization as needed
- Perform other duties as required
Reporting & Reconciliation
- Generate and analyze payroll reports and audit reports from ADP Workforce Now.
- Provide supporting documentation and reporting to Finance with bi-weekly payrolls.
- Assist with monthly, quarterly, and annual payroll reporting requirements.
- Support external and internal audits by gathering payroll documentation and evidence.
Qualifications
Education
Bachelor's degree in Payroll, Accounting, Finance, Human Resources, Business Administration or a related field preferred.
Experience
- 2-5 years of U.S. payroll processing experience.
- Experience processing multi-state payrolls.
- Hands-on experience with ADP Workforce Now or other multi-module HRIS payroll system
- Experience with time and attendance systems
- Experience with payroll reconciliations
- Experience with payroll audits, and compliance testing is preferred.
- Experience working in a shared services or high-volume payroll environment is preferred.
Knowledge & Skills
- Understanding of U.S. payroll regulations, taxation, and wage and hour laws.
- Knowledge of garnishments, benefit deductions, and time & attendance.
- Proficiency in ADP Workforce Now or similar HRIS.
- Intermediate to advanced Microsoft Excel skills, including VLOOKUPs, PivotTables, and data analysis.
- Strong analytical and problem-solving skills.
- Excellent attention to detail and accuracy.
- Strong organizational and time-management skills.
- Ability to handle confidential information with discretion.
- Ability to manage high volumes of requests from various sources.
- Excellent verbal and written communication skills.
- Self-motivated professional with the ability to effectively collaborate and communicate with employees, managers, and stakeholders at all levels of the organization.
Key Performance Indicators (KPIs)
- Payroll accuracy rate.
- On-time payroll processing.
- Number of payroll corrections required post-payroll.
- Timely resolution of employee inquiries.
- Compliance with payroll deadlines and regulatory requirements.
Physical Requirements
- Ability to work primarily in an office environment.
- Ability to sit and work at a computer for extended periods.
- Ability to manage competing deadlines in a fast-paced environment.
This position plays a critical role in ensuring employees are paid accurately and on time while maintaining compliance with all applicable U.S. payroll regulations and company policies. The pay range for this position is $65,000-$75,000 annually, with eligibility for a 2.5% bonus, depending on company performance. Benefits offered to eligible employees include medical (PPO and HDHP with HSA), dental, vision, paid time off, paid holidays, 401K w/ employer match, parental leave, short and long term disability, life insurance, healthcare and dependent care FSA, EAP, education assistance, and more.