Payroll Specialist

Robert Half - Fremont, CA

Full-time

Fremont, CA

Administrative and Support Services

About the position

We are seeking a meticulous Payroll Specialist to join our client's team in Fremont, California. The ideal candidate will have a solid understanding of accounting fundamentals and payroll best practices, ensuring that payroll processes are executed with precision and confidentiality. This role requires proficiency in MS Office and relevant payroll software, such as UKG/Kronos or Sage, to manage payroll operations effectively. The Payroll Specialist will be responsible for processing weekly payroll for exempt, non-exempt, and union employees, ensuring that all payroll transactions are accurate and timely. In addition to processing payroll, the Payroll Specialist will review, reconcile, and validate payroll data prior to transmission, providing exceptional customer service and problem resolution as needed. The role involves maintaining payroll processing systems to ensure compliance with federal, state, and local payroll laws, as well as union agreements. The Payroll Specialist will also prepare and maintain accurate records and reports of payroll transactions, including year-end reporting such as W-2s and W-2cs. The successful candidate will be proactive in identifying and recommending updates to payroll systems and procedures, acting as the company's UKG/Kronos Ambassador. This position requires strong analytical and problem-solving skills, excellent communication abilities, and a commitment to maintaining confidentiality with sensitive information. The Payroll Specialist will work closely with the Payroll Manager and may perform other duties as assigned, contributing to the overall efficiency and effectiveness of the payroll department.

Responsibilities

• Process weekly payroll for exempt, non-exempt, and union employees.
• Process manual checks when needed.
• Review, reconcile, and validate weekly payroll prior to transmission.
• Provide exceptional customer service and problem resolution.
• Ensure accurate and timely processing of payroll updates including new hires, terminations, re-hires, changes to pay rates, changes to union CBA wages/deductions.
• Follow and maintain payroll processing systems to ensure timely and accurate processing of payroll transactions including salaries, benefits, garnishments, taxes, union earnings, union deductions, and other earnings/deductions.
• Receive and document any necessary approvals prior to processing any non-standard payments.
• Prepare and maintain accurate records and reports of payroll transactions.
• Follow payroll document retention according to union and government requirements.
• Prepare required weekly, monthly, quarterly, and year-end reports and payments to unions and government agencies.
• Process accurate and timely year-end reporting (W-2, W-2c, etc.).
• Monitor changes and ensure compliance with federal tax, state tax, union, and local payroll, wage and hour laws, and payroll best practices.
• Assist with audits by providing records and documentation to auditors.
• Identify and recommend updates to UKG/Kronos system, policies, and payroll procedures.
• Develop ad hoc financial and operational reporting as needed.
• Be the company's UKG/Kronos Ambassador in all functions, new features, training.
• Perform other duties as assigned by the Payroll Manager.

Requirements

• Solid understanding of accounting fundamentals and payroll best practices.
• Proficient in MS Office and relevant payroll software (e.g. UKG/Kronos, Sage).
• Trustworthy and maintain confidentiality with sensitive information.
• Excellent communication skills.
• Excellent organizational skills, prioritization skills, attention to detail and accuracy.
• Strong analytical and problem-solving skills.
• Strong ownership of his/her role.
• Ability to work with a team.
• Must have construction payroll, certified payroll, and union payroll experience.
• AA degree or Payroll Certification, BS/BA in business, accounting or relevant field is a plus.

Benefits

• Medical insurance
• Vision insurance
• Dental insurance
• Life insurance
• Disability insurance
• 401(k) plan