Payroll Specialist

HSAD North America; Englewood Cliffs (NJ); On-site; USD 60,000 - 75,000; Full time

Job summary

HSAD North America is seeking a Payroll Specialist to join our Human Resources team in the United States. The role manages day-to-day payroll, data accuracy, inquiries, and reporting while ensuring compliance with federal and state requirements.

You will work closely with HR and Finance to maintain accurate compensation data, deductions, and payroll records, handling changes and audits with a high level of confidentiality and service.

Qualifications

• 2–4 years of hands-on payroll experience.
• Experience processing end-to-end payroll.
• Knowledge of wage and hour requirements and payroll taxation.
• Experience with payroll/HRIS platforms (UKG a plus).
• Strong analytical and problem-solving abilities.
• Excellent attention to detail and accuracy.
• Ability to meet recurring deadlines and manage priorities.
• Strong written and verbal communication; maintains confidentiality.

Responsibilities

• Process payroll accurately and on schedule for exempt and non-exempt employees.
• Review payroll inputs prior to processing and validate timekeeping records.
• Process new hires, terminations, promotions, and salary changes.
• Review payroll previews and audits; coordinate approvals with HR/Finance.
• Maintain payroll records and assist with off-cycle payrolls.
• Perform regular payroll audits and reconcile payroll reports.
• Provide payroll support to employees and address inquiries.
• Maintain HRIS data and ensure consistency between HR and payroll systems.
• Support multi-state payroll administration and tax setup.
• Assist with year-end tasks including W-2 review.

Skills

Hands-on payroll experience

Attention to detail

Analytical skills

Confidentiality

Communication skills

Time management

HRIS knowledge

Wage & hour knowledge

Multi-state payroll

Tools

UKG (UKG Pro)

Job description

The Payroll Specialist is responsible for the accurate and timely processing of payroll and serves as a key member of the Human Resources team. This role manages day-to-day payroll administration, employee payroll inquiries, payroll data and reporting, reconciliations, and employee changes while ensuring compliance with applicable federal, state, and local requirements.

The Payroll Specialist works closely with Human Resources and Finance to ensure employee data, compensation changes, deductions, and payroll records are accurate and properly maintained.

The ideal candidate is highly detail-oriented, analytical, organized, and comfortable taking ownership of recurring processes and deadlines. This individual should have hands-on payroll experience and a strong commitment to accuracy, confidentiality, and employee service.

Key Responsibilities

Payroll Administration

• Process payroll accurately and on schedule for exempt and non-exempt employees
• Review and validate payroll inputs prior to processing
• Process new hires, terminations, promotions, salary changes, bonuses, and other compensation changes
• Review timekeeping records and identify discrepancies
• Process payroll deductions, garnishments, reimbursements, and other adjustments
• Review payroll previews and audit reports prior to final submission
• Coordinate payroll approvals with HR and Finance
• Maintain accurate payroll records and documentation
• Assist with off-cycle and special payrolls as needed
• Ensure final pay is processed in accordance with applicable state requirements

Payroll Reconciliation & Auditing

• Perform regular payroll audits to identify discrepancies and ensure data accuracy
• Reconcile payroll reports against HRIS and employee records
• Review payroll registers prior to final processing
• Reconcile payroll-related deductions and adjustments
• Research and resolve payroll discrepancies
• Partner with Finance on payroll reconciliations and reporting
• Support month-end, quarter-end, and year-end payroll activities
• Assist with W-2 review and year-end payroll reconciliation

Employee Support

• Serve as the primary point of contact for employee payroll questions
• Research and resolve issues related to pay, deductions, taxes, direct deposits, and other payroll matters
• Provide clear and timely communication to employees regarding payroll questions
• Maintain confidentiality when handling sensitive employee and compensation information
• Educate employees and managers on payroll processes and deadlines

HRIS & Employee Data

• Maintain accurate payroll-related employee data within the HRIS/payroll system
• Process employee status and compensation changes
• Audit employee records to ensure consistency between HR and payroll systems
• Maintain payroll documentation and records in accordance with record-retention requirements
• Identify opportunities to improve payroll workflows, controls, and system utilization
• Assist with payroll system implementations, upgrades, and testing as needed

Payroll Compliance

• Support compliance with federal, state, and local wage and hour requirements
• Ensure appropriate payroll tax setup for employees
• Assist with multi-state payroll administration and taxation
• Maintain required payroll records
• Support payroll-related audits
• Stay informed of payroll regulations and identify potential compliance issues
• Partner with HR leadership and payroll vendors to resolve compliance concerns

Payroll Reporting

• Prepare recurring and ad hoc payroll reports
• Provide payroll data to HR and Finance for workforce and financial reporting
• Support compensation and headcount reporting
• Assist with payroll-related budgeting and forecasting data
• Track and report payroll trends and discrepancies
• Ensure payroll reporting is accurate and delivered on schedule

As a member of a lean HR team, the Payroll Specialist may also provide support across HR operations as business needs require as well as supporting the schedule management of our CEO including:

• HRIS data maintenance
• Employee record administration
• Onboarding and offboarding support
• HR reporting and audits
• HR projects and process improvements
• Manage and coordinate the CEO's calendar and meeting schedule
• Schedule and reschedule internal and external meetings
• Help prioritize scheduling requests and identify potential calendar conflicts
• Communicate professionally with internal and external stakeholders on behalf of the CEO regarding scheduling

Qualifications

Required

• 2–4 years of hands-on payroll experience
• Experience independently processing or supporting end-to-end payroll
• Knowledge of payroll practices, wage and hour requirements, and payroll taxation
• Experience working with payroll and/or HRIS platforms (UKG is a plus!)
• Strong analytical and problem-solving abilities
• Exceptional attention to detail and accuracy
• Ability to manage recurring deadlines and competing priorities
• Strong written and verbal communication skills
• Ability to handle confidential employee and compensation information with discretion