Payroll Specialist
The Payroll Specialist is responsible for accurate and timely payroll processing for hourly and salaried employees in a food manufacturing environment. This role ensures compliance with federal, state, and local wage and hour requirements; maintains payroll records and controls; resolves employee pay issues; and partners with HR, Finance, and plant leadership to support payroll operations. The Payroll Specialist upholds confidentiality, demonstrates strong attention to detail, and supports continuous improvement of payroll processes.
Payroll Processing & Administration
- Process weekly/biweekly payroll for hourly and salaried populations, ensuring accuracy of earnings, deductions, taxes, and net pay.
- Audit timekeeping data (punches, meal periods, shift differentials, premiums, PTO, attendance points if applicable) for completeness and adherence to policy.
- Maintain and update employee payroll records (new hires, terminations, transfers, rate changes, direct deposit, W-4 updates).
- Execute off-cycle checks, final pay, pay corrections, retro pay, and manual checks as needed.
- Balance payroll registers, reconcile totals, and validate payroll reports prior to submission/approval.
Compliance & Controls
- Ensure compliance with wage and hour laws, garnishment requirements, and company payroll policies (including state-specific rules where applicable).
- Process and manage garnishments, child support, levies, and other involuntary deductions; respond to agency notices and maintain documentation.
- Support payroll tax activities (as applicable): review tax filings, assist with tax reconciliation, and coordinate with payroll vendor/tax service.
- Maintain internal controls for payroll processing, including segregation of duties, audit trails, and secure handling of confidential data.
- Interpret and apply CBA provisions affecting wages, premiums, holiday pay, call-in pay, shift bids, and overtime rules; coordinate issues with HR/Labor Relations.
Timekeeping & Systems Support
- Serve as a primary point of contact for timekeeping and payroll system issues, troubleshooting and coordinating fixes with HRIS/payroll vendors.
- Provide guidance to supervisors and employees on timecard procedures, pay codes, and payroll deadlines.
- Support system testing, upgrades, and configuration changes; document processes and job aids.
Employee Support & Service
- Respond to payroll inquiries promptly and professionally; investigate discrepancies and communicate resolution clearly.
- Educate employees on pay statements, deductions, PTO payouts, and tax withholding updates.
- Partner with HR on onboarding/offboarding to ensure accurate pay, benefits deductions, and final pay requirements.
Reporting & Reconciliation
- Prepare payroll-related reports for Finance/HR (labor distribution, overtime, headcount, accruals, PTO liabilities, audit support).
- Assist with monthly/quarterly reconciliation processes (general ledger feeds, labor allocations, benefit deductions).
- Support internal and external audits by providing requested payroll documentation and explanations.
Qualifications
Required
- High school diploma or GED required; Associate’s degree in Accounting, Finance, HR, or related field preferred.
- 2+ years of payroll processing experience (multi-state and/or hourly workforce preferred).
- Working knowledge of payroll concepts: earnings/deductions, taxes, wage and hour compliance, and record retention.
- Proficiency with payroll/timekeeping systems and Microsoft Excel (lookups, pivots, filtering, basic formulas).
- Strong attention to detail, confidentiality, and ability to meet strict deadlines.
Preferred (Manufacturing Advantage)
- Experience in food manufacturing, plant operations, or 24/7 shift environments.
- Exposure to union payroll rules, CBAs, shift differentials, premiums, and attendance programs.
- Experience with garnishments and agency compliance workflows.
- Familiarity with payroll-to-GL reconciliation and labor distribution.
Key Competencies
- Accuracy & quality control (auditing, reconciliation, error prevention)
- Customer service mindset (clear communication, issue resolution)
- Confidentiality & integrity
- Deadline-driven execution (payroll calendars, cutoff adherence)
- Process improvement orientation
- Collaboration with HR, Finance, Operations, and IT/HRIS
Work Environment & Physical Demands (Adjust as Needed)
- Office environment
- Ability to sit/stand for extended periods and work at a computer.
Schedule
Typical schedule: Monday–Friday with flexibility during payroll close.
Equal Opportunity Employer