Payroll Specialist
5 days ago
Herndon
The Payroll Specialist supports the accurate, timely, and compliant processing of payroll across a multi-state, multi-location organization. This role assists with regular payroll processing, employee onboarding transactions, I-9 and E-Verify support, terminations, rehires, payroll changes, timekeeping reports, manual checks, deduction updates, garnishments, unemployment claims, verification of employment requests, minimum wage and pay compliance reviews, and employee payroll inquiries. The Payroll Specialist serves as a key point of support for club leadership, Club Accountants, General Managers, employees, and the payroll team. This position requires strong attention to detail, confidentiality, follow-through, customer service, and the ability to manage high-volume recurring payroll activity within strict deadlines while supporting payroll compliance, internal controls, audit readiness, and company process expectations. Key Responsibilities Payroll Processing Support • Process assigned regular payrolls accurately, timely, and in compliance with company procedures, wage and hour requirements, and applicable payroll regulations., • Review payroll submissions for completeness, accuracy, required approvals, and potential compliance concerns., • Support payroll processing for employee hires, rehires, terminations, status changes, deduction updates, manual checks, and other payroll transactions., • Assist with payroll changes, including pay updates, deduction changes, vacation and sick balance updates, and other employee record changes, ensuring changes are properly documented and compliant with approved company practices., • Support high-volume employee pay activity across multiple locations and payroll cycles while maintaining payroll compliance and data integrity., • Assist with manual checks and other payroll corrections as needed, ensuring corrections are reviewed, documented, and processed appropriately., • Support uncashed check reconciliation and related follow-up in accordance with company procedures and applicable payroll requirements., • Assist with minimum wage, overtime, tip-related, and other pay compliance reviews as assigned. Employee Onboarding, I-9, E-Verify, and Employment Changes • Support employee onboarding in ADP, including new hire setup, rehire processing, and required payroll data entry., • Support I-9 and E-Verify compliance processes by assisting with tracking, follow-up, documentation, and escalation of incomplete or non-compliant onboarding items., • Partner with Club Accountants and General Managers to ensure onboarding, I-9 documentation and E-Verify requirements are completed timely, accurately, and in accordance with USCIS and company expectations., • Support high-volume hires, terminations, rehires, and other employee lifecycle transactions while maintaining accurate and compliant employee records., • Ensure employee records are updated accurately in ADP and related systems to support payroll, tax, benefits, E-Verify, and audit requirements. Payroll Inquiries and Shared Payroll Inbox • Monitor and respond to payroll-related inquiries from employees, managers, Club Accountants, and field leadership., • Monitor and respond to a high-volume shared payroll inbox, ensuring employee and manager inquiries are handled timely, professionally, and with appropriate attention to payroll compliance., • Research and resolve routine payroll questions in a timely, accurate, and professional manner., • Identify and escalate payroll compliance concerns, including potential minimum wage, overtime, deduction, garnishment, onboarding, I-9, E-Verify, or recordkeeping issues., • Escalate complex payroll issues to the Payroll Accountant or Senior Director, Payroll & Benefits, as appropriate. Timekeeping, Reporting, and Payroll Controls • Run, review, and distribute time clock reports to support payroll accuracy, wage and hour compliance, and field follow-up., • Identify missing time, unusual entries, incomplete records, minimum wage concerns, off-cycle issues, and other payroll exceptions., • Prepare and distribute payroll reporting as assigned., • Support payroll audits, reconciliation, internal control processes, and compliance reviews., • Assist with recurring reviews of employee pay, deductions, balances, time records, and payroll records to support accuracy, compliance, and audit readiness. Garnishments, Unemployment, and VOEs • Process and support employee garnishments in accordance with required timelines, applicable federal and state requirements, and company procedures., • Support garnishment portal administration and ongoing process improvement., • Review garnishment-related items for accuracy and potential compliance concerns, including employee pay, deduction limits, and state-specific requirements., • Support unemployment claims, including portal activity, claim responses, documentation, tracking, and follow-up., • Complete verifications of employment accurately, timely, and in accordance with company procedures and confidentiality expectations. System, Vendor, and Administrative Payroll Support • Assist with payroll vendor administration, including ADP invoices, payroll-related billing review, and follow-up., • Serve as a subject matter resource for assigned payroll-related portals, workflows, compliance checks, or recurring processes., • Prepare recurring and ad hoc payroll reports as assigned., • Process vacation and sick balance updates in accordance with company policy, approved plan rules, and applicable requirements., • Process employee deduction updates, corrections, and follow-up as needed., • Assist with payroll system updates, testing, documentation, implementation, compliance controls, and process improvements., • Maintain organized payroll records, documentation, and audit support materials to support payroll compliance and internal controls. Qualifications • 2-5 years of experience in a payroll role., • Experience with ADP Workforce Now., • Understanding of payroll compliance concepts, including wage and hour requirements, minimum wage, overtime, deductions, garnishments, I-9/E-Verify, and payroll recordkeeping preferred., • Strong attention to detail and accuracy., • Ability to manage recurring deadlines, compliance requirements, and high-volume payroll activity., • Strong written and verbal communication skills., • Strong customer service orientation and ability to work with employees, managers, Club Accountants, and leadership., • Ability to maintain confidentiality and handle sensitive employee information., • Proficiency with Microsoft Excel and Outlook., • Strong follow-through, organization, and ability to prioritize competing tasks., • Experience supporting multi-location or multi-state payroll preferred., • Proficiency with payroll reporting tools preferred. Work Environment This position operates in a deadline-driven and compliance-focused payroll environment supporting multiple locations and a large employee population. The role requires frequent communication with Payroll, HR, Finance, Club Accountants, General Managers, employees, and external vendors. The Payroll Assistant must be able to manage recurring payroll deadlines while maintaining accuracy, compliance, confidentiality, documentation, and audit readiness. Reporting Relationship Reports to the Senior Director, Payroll & Benefits, with day-to-day collaboration with the Payroll Accountant and broader Payroll team. This role is expected to escalate payroll compliance concerns, process gaps, and recurring issues timely to support accurate payroll processing, I-9 and E-Verify compliance, minimum wage compliance, garnishment compliance, and overall payroll controls.
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