Senior Payroll Specialist

Keolis America•Boston, MA

1d•Hybrid

About The Position

The Senior Payroll Specialist processes payroll accurately and on time, supports assigned locations as the main payroll contact, and partners with the Payroll Manager and other Payroll Specialists to maintain and improve payroll processes. The role handles biweekly, quarterly, and year-end reporting, payroll analysis, reconciliations, tax and compliance obligations, union-related deductions and reporting, and payroll inquiries. It collaborates with HR, Time & Attendance, HRIS, Operations, and Accounting to support sound practices and understand downstream and upstream impacts. This is a hybrid remote role focused in the Boston area. Compensation is $75,000–$85,000 per year, with competitive benefits and a 401(k) match program. The role also prepares post-payroll and management reports, responds to audits and subpoenas for records, maintains confidential payroll records, resolves discrepancies, and prepares final pay for terminated employees in accordance with state and collective bargaining agreement requirements. Office staff may work indoors in offices or cubicles equipped with a telephone and computer, with typing and computer-screen work. The posting describes general physical demands that may apply across roles, including prolonged sitting, standing, walking, bending, lifting, repetitive hand-wrist motions, and potential exposure to extreme temperatures, noise, fumes, and airborne particles; it notes that reasonable accommodations may be requested. Applicants must be authorized to work in the United States; visa sponsorship is not available. Employment is contingent on a background check consistent with applicable laws. Drug screening and a physical examination apply to safety-sensitive positions. Keolis describes a commitment to workplace safety and to minimizing the environmental impact of its operations.

Requirements

Knowledge of biweekly and semi-monthly payroll processing in UKG Pro and payroll best practices.
Ability to ensure payroll transactions are processed accurately and on time, review payroll before transmission, and reconcile totals.
Understanding of taxation of employee- and employer-paid benefits.
Knowledge of other earnings, gross-ups, W-2 adjustments, union-dues deductions, and other special payments.
Ability to independently process accurate and timely biweekly, quarterly, and year-end reporting.
Ability to respond to payroll inquiries in a timely manner and maintain organized documentation.
Ability to communicate effectively with specialists, managers, directors, and senior leadership.
Ability to analyze pay records and ensure compliance with policies, procedures, laws, payroll tax obligations, and collective bargaining agreements.
Applicants must be authorized to work in the United States; the company does not sponsor visas for this position.
Successful completion of a background check consistent with applicable federal, state, and local laws.
For safety-sensitive positions, successful completion of a pre-employment drug screen and physical examination.

Responsibilities

Process biweekly payroll accurately and on time in accordance with collective bargaining agreements, policies, procedures, applicable laws, and payroll tax obligations.
Review payroll before transmission, reconcile totals, and run reports comparing payroll totals with time and attendance totals.
Process payroll transactions and independently handle accurate, timely biweekly, quarterly, and year-end reporting.
Manage payroll partnerships and act as the main point of contact for assigned locations.
Hold biweekly meetings and working sessions with assigned locations and local HR, communicating upcoming payroll deadlines and addressing past and future matters.
Review and analyze pay records to ensure compliance and accurate, timely payrolls.
Create final payroll reports for each location and prepare special reports for management, subpoenas, and audits.
Maintain payroll and related records for audit and control purposes, while protecting the confidentiality of payroll information.
Communicate with local unions about union-dues withholding and payment reporting.
Resolve payroll discrepancies and respond to payroll inquiries from locations in a timely manner.
Prepare final pay for terminated employees in accordance with state and collective bargaining agreement requirements.
Identify and report changes that could improve efficiency; provide post-payroll analysis of key performance indicators for all locations.
Collaborate with HR, Time & Attendance, HRIS, Operations, and Accounting to determine best practices and assess upstream and downstream impacts.
Work with the Payroll Manager and other Payroll Specialists to improve processes, cross-train, and provide backup support to the team.
Prepare and audit biweekly pre-check reports, final payroll output reports, and payroll general-ledger reports.
Perform other duties as assigned.