Payroll Specialist

Job Description:

POSITION SUMMARY: 

The Payroll Specialist is responsible for the accurate and timely processing of payroll for a high-volume, multi-state workforce while maintaining compliance with federal, state, and local regulations. This role supports the payroll process in Workday and performs key payroll activities including data entry, auditing time and attendance records, resolving pay discrepancies, and supporting team members with payroll-related questions.  The Payroll Specialist also assists with payroll reporting, year-end activities, and maintaining detailed and accurate payroll records.  Success in this position requires proficiency in Workday, strong attention to detail, sound analytical skills, and the ability to collaborate effectively with the People team and other departments to support efficient and compliant payroll processes.

This is a hybrid position based at the Portillo’s Restaurant Support Center in Oakbrook, Illinois with on-site presence required Tuesday through Thursday.

CORE RESPONSIBILITIES:

Enable our Purpose to create lifelong memories by igniting the senses with unrivaled food and experiences:

Family: Work together to make everyone feel at home, and we step up when someone needs help

• Research and communicate payroll issues to the appropriate audience, as well as respond to payroll mailbox inquiries
• Validate pay, bonuses and retroactive pay adjustments; including promotions and pay increases

Greatness: We’re obsessed with being the best and work hard to continuously improve.  Our greatness is rooted in Quality, Service, Attitude and Cleanliness

• Reconcile and validate payroll data prior to transmission utilizing reports within Workday to ensure accuracy
• Review and validate time and attendance records to ensure accurate records and payroll processing
• Verify and balance all hours and earnings for assigned restaurant locations prior to payroll transmission
• Create tickets when needed after assessing any issues that may arise with vendors
• Prepare and confirm any off cycle on demand and manual payments in Workday as needed
• Validate and identify unclaimed property and reissue any stale dated or returned checks

Energy: We move with urgency and passion, while maintaining attention to detail

• Prepare and process bi-weekly payroll in Workday while ensuring each payroll is completed timely and accurately and in accordance with Company payroll schedules and wage and hour regulations
• Partner with the Benefits team to ensure all time off requests are processed accurately
• Process and balance hours worked, wages, tips, and applicable deductions in accordance with federal, state, and local wage and tax regulations  
• Assist with year-end functions, W2 reprints and address updates as needed
• Partner with payroll vendors to resolve direct deposit issues, pay card discrepancies, and returned payments affecting team member pay
• Work with vendors on completing and processing all interrogatories and garnishments as applicable according to state laws and regulations

Fun: We entertain our guests, we connect authentically, and we make each other smile

• Ensure all team member inquiries are addressed and escalated as needed in a timely fashion
• Work with other departments to develop processes that assist with auditing and processing of payroll
• Other duties as assigned

ORGANIZATION RELATIONSHIPS:

 This position reports to the Payroll Manager and works closely with members of the People team, Finance and Accounting, and Restaurant Operations leadership. The Payroll Specialist also partners with external payroll and timekeeping vendors to resolve issues, maintain compliance with applicable regulations, and support efficient payroll operations across the organization.

REQUIRED QUALIFICATIONS:

Minimum Educational Level/Certifications

• Bachelor’s degree in business or related field preferred

Minimum Work Experience, Qualifications, Knowledge, Skills, Abilities

• 3+ years of payroll processing experience, including at least 2 years processing payroll in Workday
• Experience supporting a high-volume hourly payroll environment
• Outstanding oral and written communication skills
• Must be proficient in Workday, MS Word, Excel, and Outlook
• Exceptional organization skills, and decision-making skills, especially under stressful, difficult situations
• Strong analytical and problem-solving skills with the ability to investigate and resolve payroll discrepancies
• Proven self-starter who sets aggressive plans and consistently meets the challenge
• Strong knowledge of federal, state, and local payroll regulations

Travel Requirement

• None

PREFERRED QUALIFICATIONS :

Work Experience, Qualifications, Knowledge, Skills, Abilities

• Experience processing multi-unit, multi-state payroll (e.g. restaurant, retail, hospitality)
• ADP Smart Compliance experience
• Bilingual (Spanish, English)

Hot dog! The pay range for this role is $55,000 - $70,000. Your actual compensation will depend on experience, location, and/or additional skills you bring to the table. 

DISCLAIMER: The above statements are intended to describe the general nature and level of work being performed by incumbents assigned to this job.  This is not intended to be an exhaustive list of all the responsibilities, duties and skills required.  The incumbent may be expected to perform other duties as assigned. This job may be reviewed as duties and responsibilities change with business necessity.