Payroll Specialist

Job Description

Job Description

Description:

Summary

Responsible for the administration, processing, and auditing of payroll functions while ensuring strict compliance with all applicable federal, state, and local payroll, wage and hour, tax, timekeeping, and employment laws. Maintains payroll accuracy, HRIS data integrity, employee records, and timekeeping compliance within Paylocity and related systems. Supports payroll reporting, regulatory compliance, audits, and employee payroll-related inquiries while maintaining the highest level of confidentiality, professionalism, and legal compliance.

Essential Duties and Responsibilities

• Serve as the Subject Matter Expert (SME) for Paylocity payroll, HRIS, and timekeeping systems.
• Process multi-state payroll accurately and timely in compliance with all federal, state, and local payroll tax regulations and wage payment laws.
• Review and audit employee time records, attendance, meal and rest periods, PTO, overtime, shift differentials, and payroll adjustments to ensure compliance with the Fair Labor Standards Act (FLSA), state wage and hour laws, and company policies.
• Ensure compliance with applicable clocking and timekeeping laws, including accurate recording of employee work hours, overtime eligibility, missed punches, rounding practices, meal and rest break requirements, and time record retention requirements.
• Monitor and enforce compliance with payroll-related employment laws including minimum wage laws, overtime regulations, garnishment requirements, prevailing wage requirements where applicable, final pay requirements, and payroll recordkeeping regulations.
• Maintain employee payroll records, earnings codes, tax withholding data, reporting structures, and HRIS system integrity within Paylocity.
• Process payroll deductions including garnishments, child support orders, tax levies, benefit deductions, retirement contributions, and other court-ordered or voluntary deductions in accordance with applicable laws and regulations.
• Ensure accurate payroll tax setup, withholding, reporting, reconciliation, and remittance for federal, state, and local jurisdictions.
• Assist with payroll tax filings, W-2 processing, quarterly and annual payroll reporting, and year-end payroll activities.
• Audit payroll data regularly to identify discrepancies, compliance concerns, or system errors and resolve issues in a timely manner.
• Maintain compliance with payroll record retention requirements and support internal and external payroll audits.
• Stay current on changes to payroll laws, tax regulations, wage and hour requirements, leave laws, and employment compliance standards; recommend and implement process improvements as needed.
• Train supervisors and employees on payroll procedures, timekeeping requirements, clocking practices, overtime rules, and payroll system usage.
• Respond to employee payroll inquiries regarding pay, taxes, deductions, timekeeping, leave balances, and payroll discrepancies in a professional and timely manner.
• Prepare payroll-related reports, reconciliations, metrics, and analytics for management review and compliance purposes.
• Assist with compliance reporting including EEO-1, VETS-4212, AAP, ACA reporting, and other federal or state reporting requirements.
• Support employee relations activities, investigations, disciplinary documentation, and special HR projects as needed.
• Maintain strict confidentiality of payroll, compensation, tax, and employee information in accordance with company policy and applicable privacy laws.
• Perform additional duties as assigned by management.

Qualifications & Skills

• Bachelor’s degree in Human Resources, Business Administration, Accounting, Finance, or related field preferred.
• Minimum of 2–5 years of payroll processing experience preferred, including payroll tax and timekeeping administration.
• Experience with payroll and HRIS systems, preferably Paylocity.
• Strong working knowledge of federal, state, and local payroll tax laws, wage and hour regulations, FLSA requirements, payroll compliance standards, and employment laws.
• Knowledge of timekeeping and clocking compliance requirements, including overtime calculations, meal and rest break compliance, time record audits, and payroll documentation standards.
• Experience processing garnishments, tax levies, child support orders, and other regulated payroll deductions.
• Understanding of payroll accounting, reconciliations, payroll reporting, and year-end processing procedures.
• Strong analytical, organizational, auditing, and problem-solving skills with exceptional attention to detail and accuracy.
• Proficient in Microsoft Office Suite, particularly Excel.
• Ability to handle confidential and sensitive information with discretion, integrity, and professionalism.
• Strong communication and interpersonal skills with the ability to interact effectively at all organizational levels.
• Ability to work independently, prioritize workload, meet strict deadlines, and manage multiple responsibilities in a fast-paced environment.
• CPP (Certified Payroll Professional) certification preferred but not required.

Physical Requirements / Working Conditions

• Fine manipulation using both hands on a moderate basis.
• Typing and computer usage for the work shift.
• Ability to stoop, kneel, crouch, bend, twist, and reach on a moderate basis while working.
• Firm grasping with both hands on a moderate basis.
• Ability to walk and stand for up to half of the workday.
• Ability to work in office, manufacturing environments with varying temperatures and noise levels.

Organizational Culture

• Work safely and follow rules and guidelines for safe work
• Reporting to work on time and with a positive attitude
• Responsible for staying focused on tasks at hand
• Being responsible for work performance and completing tasks throughout the day
• Maintains a good working relationship with co-workers
• Support a positive and steady workflow through the company
• Works with a sense of urgency when needed
• Support, coach or mentor co-workers when needed
• Positively support change throughout the company

*Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.