Position Summary

The Senior Payroll Specialist will serve as a trusted payroll subject matter expert (SME) and primary liaison between the organization and its third-party payroll provider. This role is responsible for overseeing accurate and timely payroll processing, ensuring compliance with all applicable laws, and managing vendor performance while supporting employees and internal stakeholders with complex payroll matters.

Key Responsibilities

1. Act as the primary point of contact for the third-party payroll provider


2. Coordinate and validate payroll inputs, approvals, and transmission of data to the vendor bi-weekly


3. Review and approve payroll registers, exception reports, and audit files prepared by the third-party payroll provider


4. Ensure accurate processing of bonuses, commissions, production incentives, retro pay, off-cycle payrolls, new hires and terminations


5. Oversee and Monitor vendor service levels, timelines, and issue resolution


6. Produce reports from HRIS data systems to verify the accuracy/completeness of benefits information, such as flexible spending annual contribution goals, beneficiary designations, benefit deductions, etc.


7. Coordinates, administers and distributes information regarding the Family Medical Leave Act (FMLA) (Salary Continuation) to employees and work with managers to ensure all employee leaves are correct on timesheets.


8. Ensure outsourced payroll processes comply with federal, state, and local wage and tax laws


9. Partner with the payroll vendor UKG to manage any tax filings, garnishments, and regulatory reporting


10. Lead payroll audits and coordinate requests with the third-party provider


11. Oversee year-end activities including balancing and approval of W-2s, W-3s, and reconciliations


12. Resolve escalated and complex payroll issues for employees


13. Ensure all inquiries and concerns are resolved quickly, equitably, and courteously. Forward calls to the appropriate individual when necessary and appropriate.


14. Serve as payroll advisor to HR, Accounting/Finance, and leadership


15. Support compensation changes, organizational changes, and special payroll projects


16. Remain compliant with Bank Secrecy Act / Anti-Money Laundering, Office of Foreign Assets Control and USA PATRIOT Act as they apply to the duties of the position.


17. Maintain payroll and HRIS data integrity and ensure accurate integration with the payroll vendor


18. Identify opportunities to improve payroll controls, efficiency, and vendor collaboration


19. Support payroll system upgrades, vendor transitions, or implementation projects


20. Update HR or payroll team members on payroll processes and compliance requirements


21. Update and maintain existing detailed payroll procedures and supporting documentation


22. Other job duties as assigned

Qualifications

1. Bachelor’s degree in human resources/business administration or equivalent experience and certifications


2. Minimum 4+ years of progressive payroll experience


3. Strong experience working with outsourced or third-party payroll providers


4. In-depth knowledge of payroll compliance, wage and hour laws, and payroll best practices


5. Experience with multi-state payroll environments


6. Proven ability to manage confidential and sensitive information

Preferred

1. Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC)


2. Experience managing vendor relationships and service-level agreements


3. Advanced Excel and Payroll reporting skills


4. Experience supporting payroll/benefit audits

Skills & Competencies

1. Strong vendor management and communication skills


2. Expert attention to detail and problem-solving ability


3. Ability to manage multiple deadlines and stakeholders


4. Clear, professional written and verbal communication


5. Collaborative, proactive, and service-oriented approach

Positions directly supervised: N/A

Physical Activities and Requirements of this Position

Working Conditions of this Position

Mental Activities and Requirements of this Position

Compliance requirement

The responsibilities contained within this job description remain compliant with Bank Secrecy Act / Anti-Money Laundering, Office of Foreign Assets Control and USA PATRIOT Act as they apply to the duties of the position.

Disclaimer

The information in this job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job, which may vary on the department or the assignment. The actual essential duties, responsibilities, and qualifications may vary by department, reporting structure, and other business needs. No inference should be made that a specific job duty, responsibility or qualification is non-essential by its absence from this description.