Payroll Specialist

Transcendia, INC.•Park Ridge, IL

7d•Onsite

About The Position

The Payroll Specialist is responsible for the accurate and timely processing of payroll, administration of payroll-related compliance activities, maintenance of employee data within the HRIS, and delivery of workforce reporting and analytics. This position serves as a key operational partner within the Total Rewards function, ensuring payroll accuracy, data integrity, regulatory compliance, and effective use of HR technology systems. The Payroll Specialist works closely with Human Resources, Finance, Benefits, and external vendors to support payroll processing, employee lifecycle transactions, reporting needs, audits, and continuous improvement of payroll and HRIS processes.

Requirements

High School diploma required
3-5+ years of payroll administration experience required
Experience administering HRIS and payroll systems, preferably in ADP Workforce Now
Experience producing complex reports and workforce analytics
Experience working with payroll vendors and third-party service providers
Experience supporting audits and compliance activities
Strong knowledge of payroll practices and regulations
Understanding of wage and hour laws and payroll tax requirements
Strong analytical and problem solving skills
Advanced reporting and data management capabilities
Ability to work with highly confidential information
Strong attention to detail and accuracy
Excellent organizational and time management skills
Excellent verbal and written communication skills
Ability to prioritize work and meet critical payroll deadlines
Customer service orientation with a commitment to employee support
Ability to manage multiple priorities in a fast-paced environment

Nice To Haves

Associate or Bachelor's degree in Human Resources, Business Administration, Accounting or a related field preferred
Canadian payroll administration experience preferred
Certified Payroll Professional (CPP) certification preferred

Responsibilities

Process biweekly payroll for US and Canada accurately and on schedule.
Maintain payroll records and ensure employee pay data is current and accurate.
Audit payroll transactions including: New hires, Terminations, Pay rate changes, Promotions, Bonuses and incentive payments, Leave of absence adjustments, Benefit deductions.
Review payroll registers and reconcile payroll discrepancies before transmission.
Process off-cycle payrolls, manual checks, and payroll corrections as required.
Manages payroll funding and payroll transmission activities with payroll providers and Finance.
Administer wage garnishments, tax levies, child support orders, and other court-ordered deductions.
Manage year-end payroll activities, including W-2 preparation and reconciliation.
Respond to employee payroll inquiries and resolve issues in a timely and professional manner.
Ensure compliance with federal, state, and local payroll laws and regulations.
Maintain payroll records in accordance with record retention requirements.
Support internal and external audits related to payroll, compensation, and employee data.
Review payroll reports for potential compliance issues and identify discrepancies requiring correction.
Monitor changes in payroll regulations and recommend process updates as needed.
Manages quarterly and annual payroll tax reporting and reconciliations.
Serve as a primary administrator or super-user for HRIS and payroll systems.
Maintain employee records and organizational data within HRIS platforms.
Manage, configure and test system changes, workflows, security roles, and business process updates.
Support implementation of HRIS enhancements, upgrades, and new system functionality.
Manage and consistently monitor data imports, exports, interfaces, and integrations between payroll, benefits, timekeeping, and other HR systems.
Troubleshoot system issues and coordinate resolution with vendors, IT, and HR team members.
Conduct system audits to ensure data accuracy, consistency, and compliance.
Maintain documentation for system processes, workflows, and operating procedures.
Participate in HR technology projects and process improvement initiatives.
Develop, maintain, analyze and distribute recurring HR, payroll, and workforce reports.
Generate ad hoc reports and analyses for HR leadership, Finance, and business leaders.
Produce reports related to: Headcount, Employee demographics, Turnover, Vacancy tracking, Compensation trends, Overtime usage, Payroll costs, Benefits enrollment.
Create dashboards and reporting tools to improve access to workforce data.
Ensure accuracy, consistency, and confidentiality of employee information and reporting outputs.
Assist with annual compensation planning, salary surveys, and Total Rewards reporting.
Support employee onboarding and offboarding processes through data entry and system administration.
Assist with benefit deduction validations.
Partner with the Director, Total Rewards on compensation, payroll, and HR operations initiatives.
Provide support for organizational changes, restructures, and workforce transactions.
Maintain confidentiality of sensitive employee and organizational information.
Identify opportunities to improve payroll and HR administrative processes.
Recommend automation solutions to reduce manual work and improve accuracy.
Document standard operating procedures and maintain current process documentation.
Participate in continuous improvement efforts focused on employee experience, compliance, and operational efficiency.