Payroll Specialist (Hybrid)

Position Summary:

This is a hybrid role, requiring three days per week in the office and two days working remotely from home. The Payroll Specialist is responsible for managing and executing the full-cycle payroll process for approximately 400 employees across multiple states. This role ensures accurate and timely payroll processing, maintains compliance with all applicable federal, state, and local regulations, and safeguards the confidentiality of sensitive employee information. The Payroll Specialist partners closely with Finance/Accounting, HR, and Operations to ensure data accuracy, resolve discrepancies, and support reporting and reconciliation processes. This position requires experience with payroll systems, including UKG (Ultimate Kronos Group) and/or Oracle HCM Cloud. The ideal candidate is detail-oriented, highly organized, and capable of managing competing deadlines in a fast-paced environment while maintaining a high degree of accuracy and professionalism.

Minimum Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
• 5 years of progressive payroll experience, including full-cycle payroll processing.
• Experience with payroll systems such as UKG (Ultimate Kronos Group) and/or Oracle HCM Cloud.
• Strong understanding of multi-state payroll regulations and compliance requirements.
• Experience processing payroll reconciliations and generating payroll-related reports.
• Proficiency in Microsoft Excel (e.g., VLOOKUP/XLOOKUP, pivot tables, basic formulas, data analysis).
• High level of accuracy, attention to detail, and ability to meet strict deadlines.
• Demonstrated ability to maintain confidentiality with sensitive employee information.
• Certified Payroll Professional (CPP) certification preferred.

Essential Responsibilities:

Full-Cycle Payroll Processing

• Process end-to-end payroll for approximately 400 employees on a regular schedule (bi-weekly, semi-monthly, etc.).
• Ensure accurate calculation of wages, overtime, bonuses, commissions, and all required deductions.
• Review and validate payroll data, including timekeeping inputs and HR-related changes.
• Process off-cycle payrolls, adjustments, retroactive payments, and corrections.

Payroll Systems Administration

• Maintain and utilize payroll systems, including experience with UKG (Ultimate Kronos Group) and/or Oracle HCM Cloud.
• Troubleshoot system issues, collaborate with vendors and internal stakeholders as needed.
• Support system upgrades, testing, and implementation initiatives.
• Ensure data integrity and accuracy across payroll and timekeeping systems.

Compliance & Tax Administration

• Ensure compliance with all federal, state, and local payroll laws and regulations.
• Administer wage garnishments and other court-ordered deductions in accordance with applicable requirements.
• Manage payroll tax processing, filings, and year-end reporting (including W-2s).
• Stay current on payroll legislation and regulatory changes.
• Support internal and external payroll audits.

Timekeeping & Data Accuracy

• Partner with HR and Operations supervisors to ensure accurate timekeeping and attendance tracking.
• Audit time records and resolve discrepancies prior to payroll processing.
• Maintain accurate employee payroll records, including earnings and deductions.

Employee Support

• Serve as the primary point of contact for payroll-related inquiries, maintaining professionalism and confidentiality.
• Investigate and resolve payroll discrepancies in a timely manner.
• Provide guidance regarding pay statements, tax withholdings, deductions, and related matters.

Reporting & Reconciliation

• Prepare payroll reports for Finance and HR.
• Reconcile payroll data, including general ledger interfaces and benefit deductions.
• Support month-end and year-end close processes.

Process Improvement & Controls

• Maintain and adhere to internal payroll controls and procedures.
• Identify opportunities to improve efficiency, accuracy, and automation.
• Document payroll processes and maintain standard operating procedures.