Payroll Specialist

Rural Metro Fire Department; Huntsville (AL); On-site; USD 55,000 - 75,000; Full time

Job summary

Rural Metro Fire Department is seeking a Payroll Specialist to manage end-to-end payroll for a multi-state workforce using ADP Workforce Now and UKG Pro. You will ensure compliance, handle tax filings, deductions, and W-2 processing while supporting HR functions and audits.

The role requires meticulous attention to detail, strong communication, and the ability to work with unions and CBAs. A 24/7 fire department schedule informs deadlines and coordination with Finance.

Qualifications

• 3+ years with third-party payroll systems; experience with ADP Workforce Now and/or UKG Pro preferred.
• 3+ years of compliance experience with federal and state payroll regulations.
• 3+ years of payroll tax processing and filings across multiple states.
• 2+ years of managing pre/post-tax deductions and garnishments.
• 2+ years of auditing and risk management in payroll contexts.
• 2+ years of journal entries and reconciliations related to payroll.
• End-to-end payroll processing proficiency.
• Strong attention to detail and confidentiality.

Responsibilities

• Process full-cycle payroll for 1,200+ employees weekly and bi-weekly using ADP Workforce Now.
• Ensure IRS and state payroll compliance across 20+ states.
• Manage payroll taxes, amendments, W-2s and W-2Cs.
• Support onboarding, terminations, promotions, and union dues in UKG Pro.
• Review pre/post-tax deductions including benefits and garnishments.
• Assist internal payroll audits and maintain risk documentation.
• Collaborate with Finance for journal entries and GL reconciliation.
• Support vendor relationships and system integrations (ADP/UKG).
• Provide accurate payroll reports and respond to stakeholder inquiries.
• Coordinate with unions, HR and Finance to align with CBAs and negotiate pay changes as needed.
• Stay updated on payroll regulations and system updates; identify process improvements.

Skills

Multi-state payroll

Tax compliance

Payroll audits

Garnishments management

HRIS familiarity

Vendor coordination

Confidentiality

Communication

Time management

Tools

ADP Workforce Now

UKG Pro

Job description

The Payroll Specialist is responsible for processing and supporting end-to-end payroll operations for a multi-state workforce, ensuring compliance with federal and state regulations, and maintaining accuracy and confidentiality. As a fire department, we operate on a 24/7 schedule. This role requires solid experience in payroll systems (including ADP Workforce Now and UKG Pro) tax compliance, and a commitment to continuous learning, along with strong attention to detail and communication skills.

Essential Functions

• Process full-cycle payroll for multi-state employees (1,200+ employees) on a weekly and bi-weekly basis using ADP Workforce Now
• Ensure compliance with IRS guidelines and state-specific payroll laws in 20+ states.
• Manage payroll tax filings, amendments, W-2 and W-2C processing.
• Support payroll-related HR functions such as onboarding, terminations, promotions, and union dues using UKG Pro for workforce management data.
• Review pre-tax and post-tax deductions, including health & welfare benefits and garnishments.
• Assist with internal payroll audits and maintain documentation standards for risk management.
• Collaborate with Finance for payroll journal entries and general ledger reconciliation.
• Support vendor relationships and assist in maintaining integration between ADP Workforce Now, UKG Pro, and other payroll systems.
• Provide accurate payroll reports and respond to inquiries from internal and external stakeholders.
• Work closely with labor unions, HR, and finance teams to ensure payroll aligns with collective bargaining agreements (CBAs)
• Stay updated on contract negotiations and implement pay changes accordingly
• Ensure accurate calculation and reporting of prevailing wages in accordance with federal, state, and local regulations for applicable projects
• Identify opportunities to streamline processes and maintain up-to-date knowledge of payroll regulations and system updates.

Qualifications

• Payroll Systems & HRIS Platforms: 3+ years with third-party systems; experience with ADP Workforce Now and/or UKG Pro preferred
• Federal & State Payroll Regulations: 3+ years of compliance experience.
• Multi-State Payroll & Taxes: 3+ years of tax processing and filings.
• Benefits & Deductions: 2+ years of managing deductions and garnishments.
• Labor Compliance: 2+ years of compliance with leave policies.
• Internal Payroll Auditing: 2+ years of audit and risk management experience.
• Payroll Accounting: 2+ years of journal entries and reconciliations (preferred).
• End-to-End Payroll Processing (Proficient)
• Tax Law & Compliance (Proficient)
• Garnishments & Deductions (Intermediate)
• High accuracy and attention to detail.
• Maintain strict confidentiality of payroll data.
• Strong problem-solving and troubleshooting skills.
• Excellent time management and ability to meet deadlines.
• Effective relationship building with vendors and internal teams.
• Clear written and verbal communication skills.

Position Disclaimer

This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties required by their supervisor. This document provides an overview of the position currently available and is not an employment contract. RMF reserves the right to modify position responsibilities or position descriptions at any time. Employment with RMF is at-will and either party can terminate the employment relationship at any time with or without cause and with or without notice within the confines of federal and state law.

RMF provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.