Payroll Specialist

Job Summary

The Payroll Specialist is responsible for processing payroll and supporting day-to-day payroll operations for a multi-state workforce across the U.S. and Canada. This role will ensure accurate and timely payroll processing, resolve payroll and tax issues, support reporting needs, and help maintain compliance with federal, state, and local regulations. The Payroll Specialist will work closely with the Payroll & HR Systems Manager to support payroll accuracy, improve processes, and provide a high level of service to employees and leaders. A successful candidate will be detail-driven and proactive, with the ability to interpret payroll trends, identify issues before they escalate, and recommend process improvements.

Job Duties

Payroll Processing & Administration

• Process U.S. and Canada payroll on a regular basis, ensuring accurate earnings, deductions, tax withholdings, and compliance with applicable requirements
• Review payroll data for accuracy including hours worked, wage rates, shift differentials, bonuses, commissions, and other earnings
• Validate and reconcile payroll registers prior to finalizing payroll submission
• Process off-cycle payrolls, final pay, manual checks, and adjustments as needed
• Maintain payroll records, documentation, and approvals in accordance with internal requirements and audit standards

Multi-State Payroll Tax & Compliance

• Support multi-state payroll tax setup, withholding, and compliance (state/local taxation and reciprocity where applicable)
• Assist with payroll tax troubleshooting including agency notices, rate changes, jurisdiction updates, and employee tax withholding concerns
• Coordinate payroll tax reconciliations, quarter-end, and year-end activities (W-2 processing support, audits, etc.)
• Maintain compliance with wage and hour requirements, garnishments, and applicable payroll regulations

Reporting, Reconciliation & Audits

• Partner closely with Finance to support payroll reporting, variance analysis, and payroll-to-GL reconciliation
• Generate regular and ad hoc payroll reports to support finance, HR, and leadership needs
• Assist with payroll reconciliations including payroll-to-GL support and variance review
• Support internal and external audits by gathering documentation, explaining payroll processes, and responding to requests
• Track and resolve payroll-related issues in a timely manner and document root causes and solutions

Employee Support & Payroll Communications

• Respond to payroll-related emails, requests, and inquiries in a timely and professional manner
• Provide support to employees and leaders regarding pay, deductions, withholdings, payroll timing, and general payroll questions
• Work closely with HR and Finance to research and resolve payroll concerns, identify root causes, and recommend improvements; escalate complex issues as needed
• Maintain clear documentation of issues, actions taken, and resolutions to ensure consistency and follow-through
• Crosstrain on critical payroll functions to support coverage and continuity

Education and Experience

• Minimum 4 years of hands-on payroll processing experience (multi-state strongly preferred)
• Working knowledge of payroll tax setup and troubleshooting across multiple states
• Experience working with ADP (Workforce Now, Vantage, or similar)
• Experience supporting Canadian payroll
• Strong attention to detail and ability to handle sensitive/confidential information appropriately
• Proven ability to troubleshoot payroll issues and drive resolution
• Strong Excel skills and comfort working with reports and data
• Experience supporting global payroll, with Europe exposure strongly preferred
• CPP or FPC certification (or interest in pursuing) preferred
• Experience supporting payroll audits and payroll-to-GL reconciliation preferred