Payroll & HRIS Specialist

Overview

Hayden Industrial, a leading manufacturer of industrial cooling systems, is seeking an experienced Payroll & HRIS Specialist to join our team in Tulsa, Oklahoma. The Payroll & HRIS Specialist is responsible for the accurate and timely administration of payroll for hourly and salaried employees across multiple facilities. This position plays a critical role in ensuring payroll accuracy, maintaining employee payroll records, supporting payroll compliance, and maintaining the integrity of employee data within the HRIS and timekeeping systems.

Working closely with the HRIS & Payroll Manager, this position will oversee day-to-day payroll processing activities, identify and resolve payroll discrepancies, maintain accurate timekeeping records, and serve as a primary point of contact for employee payroll inquiries. The ideal candidate is detail-oriented, highly organized, and capable of managing confidential information in a fast-paced manufacturing environment.

Essential Duties and Responsibilities

Payroll Administration

• Process bi-weekly payroll for hourly and salaried employees across multiple facilities.
• Review and audit timekeeping records for completeness and accuracy, ensuring proper coding of regular hours, overtime, shift differentials, paid time off, and other applicable earnings.
• Verify employee timecards and identify discrepancies prior to payroll processing.
• Coordinate with supervisors and managers to resolve timekeeping issues, missed punches, attendance discrepancies, and payroll corrections.
• Process payroll adjustments, wage changes, deductions, bonuses, incentives, retroactive payments, and other compensation-related transactions.
• Ensure accurate calculation of overtime, shift premiums, holiday pay, and other applicable wage payments in accordance with company policies and applicable wage and hour regulations.
• Maintain accurate payroll records and supporting documentation.
• Administer direct deposit changes and employee payroll deductions.
• Process wage garnishments, child support orders, tax levies, and other court-ordered deductions.
• Respond to employee payroll inquiries and resolve payroll-related issues in a timely and professional manner.
• Support payroll tax reporting, reconciliation, and required filings.
• Assist with year-end payroll activities, including W-2 preparation, review, and distribution.

HRIS & Employee Data Management

• Enter and maintain accurate employee information within the HRIS and payroll systems.
• Process personnel changes impacting payroll, including new hires, terminations, promotions, transfers, compensation adjustments, and department or job changes.
• Ensure employee pay rates, job classifications, cost centers, and reporting structures are accurately reflected in payroll systems.
• Perform routine audits of employee records and payroll data to ensure accuracy and completeness.
• Maintain accurate employee tax withholding information and payroll documentation.
• Generate payroll, labor distribution, overtime, headcount, and other workforce-related reports as requested.
• Assist with HRIS and payroll system testing, upgrades, troubleshooting, and process improvements.
• Identify opportunities to improve payroll workflows, system functionality, and data accuracy.

Payroll Compliance & Reporting

• Ensure payroll practices comply with applicable federal, state, and local wage and hour laws and regulations.
• Maintain compliance with payroll tax requirements, reporting deadlines, and applicable record retention requirements.
• Assist with payroll tax reconciliations and quarterly and annual reporting.
• Support internal and external payroll audits by preparing and maintaining accurate documentation.
• Monitor payroll processing procedures to ensure consistent application of company policies.
• Maintain organized electronic and paper payroll records.
• Stay informed of changes in payroll legislation and regulatory requirements that may impact payroll administration.

Employee & Management Support

• Serve as the primary day-to-day contact for employee payroll questions and concerns.
• Provide employees with assistance regarding pay statements, tax withholding, direct deposits, deductions, and payroll discrepancies.
• Work with supervisors and managers to address timekeeping concerns and ensure timely approval of employee timecards.
• Assist employees with payroll-related forms and documentation.
• Communicate payroll deadlines, timecard requirements, and processing procedures to employees and management.
• Maintain a high level of customer service while handling sensitive and confidential employee information.
• Support the HRIS & Payroll Manager with payroll projects, reporting, audits, and other duties as assigned.

Qualifications

Education

• Associate's degree in Human Resources, Business Administration, Accounting, Finance, or a related field preferred.
• Equivalent combination of education and relevant payroll experience may be considered.

Experience

• Minimum of 3 years of payroll administration or payroll processing experience.
• Experience processing payroll in a manufacturing or multi-shift environment preferred.
• Experience working with HRIS, payroll, and timekeeping systems.
• Experience administering payroll for a multi-location workforce preferred.
• Experience with payroll tax reporting, wage garnishments, and payroll reconciliations preferred.

Knowledge, Skills, and Abilities

• Working knowledge of payroll practices, wage and hour regulations, and payroll tax requirements.
• Strong understanding of overtime calculations, shift differentials, wage deductions, and payroll adjustments.
• Strong attention to detail and commitment to payroll accuracy.
• Excellent organizational and time management skills.
• Ability to handle confidential employee information with discretion.
• Strong customer service and interpersonal skills.
• Proficient in Microsoft Office applications, particularly Excel.
• Experience with HRIS, payroll, and timekeeping software.
• Ability to work independently and manage multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills.
• Ability to identify discrepancies, research issues, and develop effective solutions.

Supervisor Responsibility

This position has no supervisory responsibilities.

Work Environment

This job primarily operates in a professional office environment. This role uses standard office equipment. When in the manufacturing facility, all employees are required to wear personal protective equipment to include hearing protection, safety glasses with side shields, and OSHA-compliant safety boots/shoes.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing duties of this job, the person in this position might remain stationary for long periods of time while operating a computer and other office machinery. This position needs to occasionally move about inside the office to access filing cabinets and operate office machinery.

The employee might occasionally lift or move objects up to 25 pounds.

On occasion, the employee may be required to visit the shop, which is a non-temperature-controlled environment with loud noises, dust, dirt, and metal particles typically associated with metal fabrication shops.

Position Type/Expected Hours of Work

This is a full-time, non-exempt position. Days and hours of work are Monday through Friday, 7:00 a.m. to 4:00 p.m. Occasional evening and weekend work may be required as job duties demand.

Travel

Travel is not required for this position.

Benefits

Hayden Industrial offers a generous benefits package including comprehensive health, dental, vision, 401(k) retirement plan with company match, a generous paid time off schedule, and professional development opportunities.

AAP/EEO Statement

Hayden Industrial is an equal employment opportunity employer. Hayden Industrial recognizes and embraces federal legislation on equal employment opportunity and is committed to providing a workplace free of discrimination. All applicants for employment and all employees will be afforded equal opportunity and treatment, regardless of age, race, religion, gender, national origin, disability status, or other protected status. All employees are responsible for complying with all applicable Federal, State, and Local laws, rules, and regulations regarding nondiscrimination and equal employment opportunity.