Straive - Human Resources Payroll Specialist

Description:

Job Summary:

• We are seeking a highly skilled and detail-oriented Payroll Specialist to join our growing team.
• The ideal candidate will have a strong customer-service mindset, exceptional confidentiality standards, and a deep understanding of payroll operations across multiple states.
• Reporting to the Payroll Director, this role plays a critical part in ensuring payroll accuracy, compliance, and operational efficiency for MGTs expanding workforce.
• The Payroll Specialist will also collaborate with HR, Finance, and leadership teams to support process improvements, system enhancements, and various employee lifecycle initiatives.

Roles and Responsibilities:

Payroll Processing & Operations:

• Manage the full payroll cycle for multi-state salaried and hourly employees, ensuring accurate and timely processing in compliance with federal, state, and local regulations.
• Validate timecards, deductions, bonuses, commissions, incentives, and other payroll-related inputs.
• Process off-cycle payrolls, adjustments, retroactive payments, and corrections.
• Maintain ongoing quality checks to minimize errors and ensure payroll integrity.

Employee Support & Communication:

• Serve as the primary point of contact for payroll-related inquiries, providing prompt and professional resolution.
• Educate employees and managers on payroll policies, pay calculations, and system usage.
• Maintain updated FAQs, user guides, and payroll knowledge base materials.

HR Collaboration & Data Management:

• Partner closely with HR Service Delivery teams regarding updates to employee compensation, benefits, tax changes, and employment status.
• Support onboarding/offboarding tasks related to payroll setup and final pay.
• Maintain up-to-date payroll and HR records in accordance with confidentiality and compliance standards.

Compliance, Tax, and Reporting:

• Prepare, reconcile, and submit payroll tax filings, including Forms 941, state/local returns, and other statutory requirements.
• Lead year-end payroll activities including W-2, W-3, and 1095-C coordination.
• Ensure organizational compliance with payroll laws, wage-and-hour regulations, and employment standards such as EEO, FMLA, and COBRA.
• Conduct regular audits of payroll data to ensure accuracy and regulatory compliance.

Finance Support & Audit Readiness:

• Reconcile payroll-related general ledger accounts; assist in month-end and year-end close.
• Collaborate with the Finance team on variance analysis, labor reporting, and forecasting.
• Support internal and external audits by providing payroll reports, documentation, and explanations as needed.

Systems, Processes & Continuous Improvement:

• Document and update payroll procedures to meet internal controls and audit standards.
• Assist in HRIS/payroll system upgrades, testing, and feature implementations.
• Develop and analyze payroll metrics, dashboards, and trend reports for leadership review.
• Identify workflow inefficiencies and propose best-practice solutions to improve accuracy, cycle time, and customer service.
• Participate in cross-functional HR initiatives such as onboarding improvements, policy updates, and culture-building activities.

Confidentiality & Data Privacy:

• Uphold strict confidentiality and handle sensitive information with integrity and discretion.
• Ensure compliance with data privacy requirements and internal security protocols.

Required Qualifications:

• Bachelors degree in Human Resources, Business Administration, Accounting, Finance, or a related field.
• 5+ years of payroll experience with a focus on multi-state payroll administration and benefits coordination.
• Proven experience managing payroll for 1,000+ employees in a professional services or high-growth environment is strongly preferred.
• Strong knowledge of federal, state, and local payroll regulations, including FMLA, COBRA, wage and hour laws, and taxation rules.
• Experience with general ledger reconciliation, payroll audits, and year-end processes.
• Proficiency in MS Office Suite, with strong Excel skills (pivot tables, VLOOKUP, formulas).
• Excellent analytical, organizational, and problem-solving abilities.
• Effective verbal and written communication skills, with the ability to work cross-functionally across HR, Finance, and Operations.
• Self-motivated, able to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.
• Experience with payroll systems such as UKG, ADP, Paycom, Workday, or similar platforms is preferred.
• HR or payroll certifications such as PHR, SHRM-CP, CPP are a plus