Payroll Specialist

Job Title: Payroll Specialist

Division: Corporate

Status: Non-Exempt

JOB SUMMARY : We seek a motivated and enthusiastic individual to join our team as a Payroll Specialist.

ESSENTIAL DUTIES AND RESPONSIBILITIES : These include the following but are not limited to the job specifications contained herein.

• Accurately process multi-state bi-weekly and weekly payroll for 1, 500+ exempt and non-exempt associates.
• Collect, audit, and upload monthly, quarterly, and ad-hoc bonuses into the HRIS.
• Review and audit electronic timekeeping records for compliance with established standards; follow up with managers and adjust as needed.
• Review, validate, and process Timesheet Adjustment Forms; verify correct hours, punches, and pay codes; and ensure all approved timesheet corrections are accurately entered into the timekeeping system.
• Prepare weekly and bi-weekly general ledger files, distribute to appropriate departments, and upload them into accounting software.
• Assist in verifying, calculating, and processing wage attachments in accordance with federal, state, and local laws.
• Enter and/or review employee submitted payroll data changes within the HRIS; notify appropriate parties; create and maintain required payroll files.
• Manage all employee tax and direct deposit functions, including verifying and approving tax forms (W-4, state withholding forms), processing direct deposit setups and changes, and resolving all employee inquiries related to taxes and direct deposits.
• Respond to associate questions and concerns related to payroll with professionalism, accuracy, and clarity.
• Assist in setting up new income and deduction codes within the HRIS.
• Generate monthly and ad hoc reporting for corporate and operational departments, including support for annual budget processes and audit requests.
• Complete unemployment processing for payroll related components, including wage verification and timely response to state agency requests.
• Open, review, and distribute incoming payroll related mail to ensure timely handling of state notices, garnishments, unemployment documents, and other compliance materials.
• Create and complete all check requests, partnering closely with Accounts Payable and Treasury to ensure accurate processing, proper approvals, and timely disbursement.
• Work with multi-state payroll requirements, including complex jurisdictions such as CA, CO, NY, and additional states as assigned.
• Ensure compliance with company procedures and federal, state, and local legal requirements.
• Proactively audit payroll data to maintain accuracy and data integrity within the HRIS.
• Collaborate with managers and employees to resolve discrepancies, provide guidance on payroll processes, and support continuous improvement.
• Assist the Payroll Director, Payroll Supervisor, and other payroll team members as needed to support departmental operations, special projects, and high volume processing periods.

QUALIFICATIONS :

• Associate degree or an equivalent combination of education and experience required.
• Minimum of 2+ years of multi-state payroll processing experience preferred.
• Strong understanding of federal, state, and local payroll regulations, including complex jurisdictions such as CA, CO, and NY.
• Working knowledge of payroll tax at the federal, state, and local levels.
• Extensive experience with cloud based payroll systems; Dayforce experience is strongly preferred.
• Advanced Microsoft Excel skills, including VLOOKUP/XLOOKUP, pivot tables, data validation, and auditing formulas.
• Strong understanding of payroll best practices and proficiency in technical aspects of financial and accounting recordkeeping.
• Ability to analyze pay discrepancies, troubleshoot payroll issues, and resolve errors efficiently.
• Exceptional attention to detail and accuracy, especially in high volume environments.
• Strong problem solving, decision making, and analytical skills.
• Ability to work independently and collaboratively within a team.
• Strong organizational and time management skills with the ability to meet strict deadlines and manage shifting priorities.
• High degree of professionalism with strong interpersonal, verbal, and written communication skills.
• Ability to handle confidential information with sensitivity and communicate effectively with all levels of management.
• Experience partnering with HR, Accounts Payable, and Treasury on payroll related tasks (e.g., check requests, adjustments, tax forms, direct deposits).
• Ability to thrive in a high demand, fast paced environment, balancing urgency with accuracy.

WHAT WE OFFER:

• Competitive Salaries & Bonuses
• Medical, Dental & Vision Plans
• 401(k) Plan with Employer Matching Contributions
• Paid Personal Time & Holidays
• Flexible Spending Accounts
• Free Long-Term Disability
• Free Life Insurance
• Short Term Disability
• Health Savings Account with Employer Contributions
• Wellness Perks
• FinFit Health Finance Program
• Employee Apartment Discount
• Employee Referral Program
• Employee Recognition & Awards
• Employee Assistance Program
• Volunteer & Community Service Opportunities
• Tuition Reimbursement

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Veteran Friendly

This pre-employment application will be given every consideration, but its receipt does not imply that the applicant will be employed. Each question should be answered in a complete and accurate manner as no action can be taken on this application until all questions have been answered.

Harbor Group Management is proudly an Equal Opportunity Employer EOE/M/F/D/V. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status.