Payroll & Leave Specialist

Citizens Energy Group•Indianapolis, IN

2d•Hybrid

About The Position

The Payroll & Leave Specialist is responsible for accurate, timely, confidential, and compliant end-to-end payroll administration and employee leave management. The role manages bi-weekly payroll processing, timekeeping validation, gross-to-net calculations, special pay, payroll controls, and leave administration while ensuring compliance with federal, state, and local regulations. The specialist serves as a subject matter expert and partners with HR, Accounting, Treasury, Legal, leaders, employees, and external vendors to support payroll accuracy and effective leave administration. The role maintains payroll and leave systems and workflows within Oracle EBS and administers payroll-related benefit and 401(k) deductions, direct deposits, off-cycle payments, tax withholding, garnishments, union dues, PTO/vacation and personal-time accruals, and year-end payroll processes. The position also coordinates leave intake, eligibility, documentation, payroll and benefit impacts, and return-to-work activities, including administration of FMLA, ADA-related accommodations, disability, military, and other company-provided leaves. The position supports payroll reconciliations, reporting, audits, system updates, internal controls, and process improvements. Compensation is Grade 8, with a minimum of $68,300. The posting is open until filled.

Requirements

Five or more years of payroll administration experience, including end-to-end payroll processing.
Demonstrated knowledge of FMLA, ADA, disability leave administration, leave coordination, and applying leave and accommodation requirements in complex employee situations.
Demonstrated knowledge of federal, state, and local payroll tax withholding, wage and hour requirements, garnishments, benefit deductions, retirement plan deductions, year-end payroll processes, and leave requirements, including FMLA and applicable disability and military leave provisions.
Experience reconciling payroll registers, taxes, benefit deductions, retirement plan feeds, leave payments, and payroll-related liabilities.
Strong analytical, critical-thinking, problem-solving, organization, documentation, and attention-to-detail skills.
Ability to manage confidential employee payroll and leave information with discretion, accuracy, and professionalism.
Ability to communicate clearly with employees, leaders, HR, Accounting, Treasury, Benefits, auditors, and external vendors.

Nice To Haves

Associate’s degree in Accounting, Finance, Business Administration, Human Resources, or a related field.
Experience with Oracle EBS or similar payroll/HRIS systems.
Certified Payroll Professional (CPP), Fundamental Payroll Certification (FPC), or SHRM Certified Professional (SHRM-CP).
Experience supporting payroll for union and non-union employee populations.
Experience with retirement plan deductions, payroll audits, or payroll tax reporting.

Responsibilities

Process accurate and timely end-to-end bi-weekly payroll, including time and attendance review, earnings, overtime, special pay, adjustments, direct deposits, replacement checks, off-cycle payments, and final pay.
Validate timecards, pay codes, payroll inputs, employee changes, new hires, terminations, pay-rate changes, leave payments, PTO/vacation accruals, and other payroll-impacting transactions before payroll close.
Administer federal, state, and local tax withholdings and payroll deductions for benefits, retirement/401(k), garnishments, tax levies, child support, charitable contributions, union dues, and other required or voluntary items.
Administer disability, military, and other company-provided leaves; evaluate FMLA eligibility and qualifying events; apply leave policies and regulations; and coordinate ADA interactive processes and accommodation requests with relevant partners.
Coordinate leave intake, eligibility determinations, required notices and documentation, payroll impacts, benefit deductions, return-to-work activities, and communications with employees, leaders, HR partners, and third-party administrators.
Review payroll registers, exception and deduction reports, and control totals; identify and resolve discrepancies before and after payroll finalization.
Ensure compliance with payroll, wage, hour, tax, recordkeeping, leave, and company policy requirements while protecting confidential employee information.
Process monthly union remittance reports, maintain dues and initiation fees, and assist with union audits.
Maintain employee payroll records and system data, including direct deposits, tax elections, deduction setup, pay elements, and related documentation.
Maintain leave records and case documentation, track leave usage and key dates, monitor certifications, and reconcile leave payments and balances across HRIS systems.
Identify, research, test, and resolve payroll and leave system issues; support configuration updates, payroll calendar maintenance, workflow improvements, and user acceptance testing.
Document payroll and leave procedures, validate internal controls, recommend process improvements, and support cross-functional efforts to improve accuracy, efficiency, compliance, and employee experience.
Manage post-payroll, quarterly, and year-end activities, including W-2 preparation, review, corrections, distribution support, taxable wage reconciliation, and required payroll reporting.
Reconcile payroll, taxes, benefits deductions, retirement contributions, PTO/vacation accruals, and related liabilities to support financial accuracy and audit readiness.
Keep current on payroll and leave regulations, tax updates, system changes, and best practices; coordinate required changes with HR, Accounting, Treasury, and vendors.
Prepare scheduled, post-payroll, quarterly, annual, and ad hoc reports for internal stakeholders and auditors.
Respond to employee and leader payroll and leave questions, investigate discrepancies, provide authorized employment or wage verification, and perform related duties as assigned.