Payroll Specialist

Payroll Specialist

Position Overview

The Payroll Specialist is responsible for ensuring the accurate and timely processing of payroll for a workforce of 500 or more employees across multiple states. Working closely with the Accounting Manager and other departments, this role oversees payroll administration, tax compliance, employee record maintenance, timekeeping, job costing, and payroll reporting.

The ideal candidate has extensive multi-state payroll experience, preferably within the construction or manufacturing industries, and demonstrates strong attention to detail, organizational skills, and the ability to meet strict deadlines. This role also contributes to payroll process improvements, system implementation, and the development of standardized procedures to ensure accuracy, efficiency, and regulatory compliance.

Key Responsibilities

Payroll Processing and Administration

• Process weekly and monthly payrolls accurately and on schedule, using electronic and manual methods as needed.
• Manage payroll-related job costing, tax processing, insurance recoveries, and payroll adjustments.
• Support month-end and year-end closing activities, annual payroll reporting, and fiscal year-end audits.
• Review and maintain paid time off (PTO) balances, health savings account (HSA) deductions, and 401(k) contributions.
• Reconcile payroll records and verify the accuracy of employee earnings, deductions, and tax withholdings.
• Balance payroll transactions to the general ledger monthly and verify year-end payroll totals.

Employee Records and Timekeeping

• Maintain accurate personnel and payroll records for a workforce of 500 or more employees.
• Process employee updates, including address changes, banking information, and tax withholding adjustments.
• Maintain job lists, cost codes, crew assignments, and employee timesheets within the timekeeping system.
• Ensure employee onboarding and offboarding processes are completed accurately and in compliance with applicable requirements.
• Maintain related employee tracking spreadsheets and payroll documentation.
• Perform job-specific Form I-9 employment eligibility verifications and maintain appropriate records.

Multi-State Payroll Tax and Compliance

• Process multi-state payroll tax deductions, deposits, and returns in accordance with applicable regulations.
• Maintain awareness of state-specific payroll requirements and update procedures as needed.
• Provide job supervisors with state-specific payroll information and compliant materials.
• Ensure payroll practices align with federal, state, and local employment and tax requirements.
• Respond to unemployment inquiries and complete written or verbal employment verifications.
• Support payroll audits and provide documentation to verify compliance and the accuracy of payroll records.

Systems and Process Improvement

• Support the implementation and improvement of payroll platforms, systems, and procedures.
• Maintain accurate payroll data across payroll, accounting, and timekeeping applications.
• Develop, document, and maintain standard operating procedures (SOPs) for payroll activities.
• Identify opportunities to improve payroll accuracy, efficiency, reporting, and internal controls.
• Assist with system updates, troubleshooting, and process changes as needed.

Reporting and General Support

• Prepare payroll reports, reconciliations, and supporting documentation for management review.
• Assist the Accounting Manager with payroll-related accounting activities and financial reporting.
• Maintain organized payroll files and ensure sensitive employee information remains confidential.
• Support special projects and other payroll or accounting duties as assigned.

Qualifications

Education and Experience

• Minimum of five years of multi-state payroll processing experience covering 20 or more states and a workforce of 500 or more employees.
• At least three years of experience in the construction or manufacturing industry.
• Bachelor's degree in Accounting or a related field preferred but not required.
• Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) credential preferred but not required.
• Experience with payroll job costing, general ledger reconciliations, payroll tax compliance, and year-end reporting.

Technical Skills

• Strong understanding of multi-state payroll tax deductions, deposits, filings, and reporting requirements.
• Proficiency in Microsoft Excel, Word, Outlook, and Microsoft 365.
• Accurate data entry skills and the ability to maintain detailed, reliable records.
• Experience with payroll, accounting, and timekeeping systems.
• Familiarity with Paylocity, Foundation, and WorkMax is a plus but not required.
• Ability to reconcile payroll data with general ledger accounts and identify discrepancies.