Senior Payroll Specialist

Vedder•Berwyn, IL

12h•$70,000 - $93,000•Hybrid

About The Position

Vedder's Chicago office is seeking a Senior Payroll Specialist. Under the direct supervision of the Payroll Manager, the Senior Payroll Specialist is responsible for coordinating and executing day-to-day payroll operations for domestic and international offices within a fast-paced law firm environment. This role requires the ability to manage and process multiple payrolls simultaneously across varying frequencies and jurisdictions, while maintaining a high level of accuracy, compliance, and confidentiality. The Senior Payroll Specialist will take a lead role in payroll operations, demonstrating initiative, ownership, and proactive problem-solving. The position requires the ability to remain flexible, organized, and solutions-focused, maintaining a positive and professional attitude during high-volume periods, tight deadlines, and complex payroll cycles. Responsibilities include payroll processing, reporting, time and attendance administration, audit support, and documentation of procedures, while ensuring all payroll activities are completed timely and in compliance with applicable regulations.

Requirements

Strong working knowledge of payroll best practices and multi-state/international regulations
Proven ability to multitask and effectively manage multiple payrolls and deadlines simultaneously
Demonstrated leadership skills with a proactive, solutions-oriented mindset
Strong analytical, problem-solving, and decision-making capabilities
Ability to maintain a calm, positive, and professional attitude during high-pressure and peak processing periods
High level of accuracy, attention to detail, and commitment to quality
Effective organizational and time management skills in a deadline-driven environment
Strong interpersonal and communication skills (verbal and written)
Ability to handle confidential information with discretion and integrity
Self-starter with the ability to work independently and take ownership of responsibilities
Strong follow-through and accountability on deliverables
Flexibility to adjust hours to meet operating needs
Advanced Excel skills (XLOOKUP, VLOOKUP, Pivot Tables, SUMIFS, etc.) required
Experience processing multiple Payroll Groups
Effective organization and time management skills with the ability to work under pressure and adhere to project deadlines
High degree of initiative, confidentiality, mature judgement and discretion
Strong sense of urgency, accountability and result oriented
Ability to analyze, interpret, and respond to complex payroll data
Strong sense of urgency and results orientation
Collaborative team player who is adaptable, approachable, and flexible
Bachelor’s degree preferred
Minimum of 5-7 years of payroll experience required
Experience processing multi-state and international payrolls required
Proven experience managing multiple payroll groups and frequencies simultaneously
Experience working in a professional services or law firm environment preferred
Prior Processing experience with UKG is Required
International payroll experience strongly preferred
FPC or CPP a plus
Advanced proficiency in Microsoft Excel and working knowledge of Word and Outlook required
Experience and processing knowledge with UKG/HRIS systems required
Experience with timekeeping systems (e.g., Workforce Management) preferred

Nice To Haves

Experience working in a professional services or law firm environment preferred
International payroll experience strongly preferred
FPC or CPP a plus
Experience with timekeeping systems (e.g., Workforce Management) preferred

Responsibilities

Manage workflow and prioritize competing deadlines across multiple payroll cycles, ensuring timely and accurate processing
Process and validate payroll transactions including new hires, separations, pay adjustments, and retroactive changes
Simultaneously process multiple payroll groups (bi-weekly, semi-monthly, monthly and international) with precision and consistency
Reconcile payroll reports to source data and perform detailed audits prior to final transmission
Serve as a primary escalation point for payroll inquiries, providing timely resolution with a high level of professionalism
Ensure compliance with federal, state, local, and international payroll regulations and wage and hour laws
Partner with Payroll Manager and Accounting to resolve discrepancies and support general ledger reconciliation
Generate and analyze ad hoc payroll reports to support business needs and decision-making
Process manual and off-cycle payments, including bank wire requests, with proper controls and approvals
Maintain accurate and complete employee payroll records and documentation
Uphold strict confidentiality and data security standards at all times
Identify process improvement opportunities and take initiative to implement enhancements to payroll workflows and controls
Develop, update, and maintain audit-ready documentation, procedures, and internal controls
Lead and/or support departmental projects, system updates, and audits
Facilitate internal and external audits by preparing and providing required documentation
Demonstrate leadership behaviors, including mentoring junior staff and driving accountability within payroll operations

Benefits

Competitive Salary
Discretionary annual bonus program
Discretionary profit sharing
401(k) matching
Comprehensive health, dental, and vision plans
Optional health savings accounts
Flexible spending accounts
Firm-paid Life and Disability benefits
Wellness programs
Competitive time off package including vacation days, paid holidays, sick time and personal days
Opportunities for continuous learning and career growth through firm provided training programs
Anniversary and Vedder Praise Programs
Hybrid work model
Family-friendly policies
Employee discount program
Pre-tax commuter benefits
Back up child & elder care
Employee Assistance Program (EAP)
Fitness center discounts