Sr. Payroll Specialist (U.S.)

About the position

The Sr. Payroll Specialist is responsible for the effective execution of payroll operations for an assigned group of clients, including accurate and timely processing of timecard entry, data entry, payroll processing, payroll distribution and invoice distribution. The role will assist the improvement of the day-to-day payroll operations by collaborating with Payroll Team Leadership and the Payroll Analyst on department initiatives and intra-team training. In addition, this role is responsible for process reconciliation and vendor management. Success in this position will be measured by producing accurate and timely payroll and tax files and invoicing for our clients.

Responsibilities

• Performs and coordinates all facets of multiple payroll cycles in all 50 states, using an in-house payroll system, for exempt and non-exempt employees as well as independent contractors.
• Ensures accurate and timely processing of payroll updates including new hires, terminations, and changes to pay rates to meet deadlines.
• Interprets company pay policies for government regulations and exemptions.
• Proactively identifies and resolves payroll discrepancies and collaborates with service team on appropriate communication to employees.
• Responsible for the accurate and timely processing of terminations and processes off-cycle termination checks as well as off-cycle checks due to missed deadlines or administrative errors.
• Responsible for reviewing and processing items on the Payroll Dashboard for additional pay, terminations, independent contractors, and time off requests daily.
• Prepares and transmits the bank files for checks and direct deposits.
• Troubleshoots issues and works with IT on successful transmission.
• Transmits daily tax files within prescribed timelines and resolves tax code mapping discrepancies.
• Collects, processes, and reconciles all garnishments and liens by preparing employee communication and uploading to the vendor.
• Uploads weekly reports for benefits and performs audits of payroll activity with appropriate vendor platforms.
• Reviews wage calculations and corrects errors to ensure accuracy of payroll.
• Works within multiple timekeeping systems to run integration for timecard reports.
• Reviews and ensures proper tax set ups including Federal, State, and Local.
• Reviews pre and post payroll processing audit reports.
• Creates and posts invoices for clients. Submits invoices to Billing Team for distribution.
• Completes manual check distribution within bank platform to post daily checks.
• Analyzes expense report detail and ensures proper documentation received.
• Maintains employee information as confidential and secure.
• Reviews and actions incoming payroll mail (garnishments, tax notices, etc.).
• Partners with internal departments, (Billing, HR, and Service) to serve as a point of contact for payroll inquiries, including knowledge of payroll best practices, wage and tax requirements.
• Corresponds with federal, state, and local tax agencies as needed.

Requirements

• 3 years of payroll processing for multiple clients (Employer of Record, PEO, or Staffing industry).
• Experience with multi-state payroll processing and related payroll taxes, including reciprocity.
• Knowledge of Fed/State withholding and SUTA requirements in all 50 states is required.
• Expert-level knowledge of complex payroll concepts (fringe benefits, 3rd party sick pay, overpayments, garnishments, imputed income, local taxes, final pay rules by state, W-2/W-2c reporting, deduction reporting and reconciliation, FLSA, etc.).
• Strong process & organizational skills.
• Proven audit and analysis skills related to payroll validation.
• Exceptional ability to multi-task with an emphasis on attention to detail and quality.
• Excellent written and oral communication skills.
• Knowledge of gross to net calculations (disposable income, manual tax calculation, and other common payroll formulas).

Nice-to-haves

• CPP certification preferred.
• International payroll experience preferred, but not required (Canada, United Kingdom, Ireland, Germany, Netherlands, Belgium, or Singapore).
• Experience with an in-house payroll system (Microsoft Dynamics, PeopleSoft, Oracle) preferred, but not required.