Payroll Specialist

SustainableHR PEO & Recruiting; Madison (WI); Hybrid; USD 60,000 - 90,000; Full time

Job summary

SustainableHR PEO & Recruiting in Madison, WI is seeking an experienced Payroll Specialist to join their team. You will manage accurate, timely payroll across multiple states, maintain employee records, and ensure compliance with federal and state regulations.

The ideal candidate has 3+ years of payroll processing, Dayforce experience, and strong attention to detail. You will collaborate with HR and Finance, handle year-end tasks, and support process improvements in a fast-paced environment.

Qualifications

• Minimum of 3 years of hands-on payroll processing experience.
• Experience processing multi-state payroll and understanding varying state regulations.
• Experience managing year-end payroll processes, including W-2s, annual adjustments, bonuses, and reconciliations.
• Experience using Dayforce payroll software.
• Strong understanding of payroll taxes, deductions, wage and hour regulations, and payroll compliance.

Responsibilities

• Process and administer accurate, timely payroll for employees across multiple states.
• Review and verify employee timekeeping records, payroll adjustments, deductions, and earnings.
• Manage payroll changes, including new hires, terminations, promotions, compensation adjustments, and employee status changes.
• Ensure compliance with federal, state, and local payroll regulations, including wage and hour laws and tax withholding requirements.
• Coordinate and complete year-end payroll activities, including W-2 preparation, annual adjustments, bonuses, and payroll reconciliations.
• Research and resolve payroll discrepancies, employee inquiries, and payroll-related issues promptly and professionally.
• Maintain accurate employee payroll records and ensure confidentiality of sensitive employee information.
• Process payroll deductions, including benefits, retirement contributions, garnishments, and other authorized withholdings.
• Reconcile payroll reports and ensure accuracy between payroll systems and accounting records.
• Utilize Dayforce to process payroll, maintain employee information, and generate payroll reports.
• Collaborate with Human Resources, Accounting, and Finance teams to ensure accurate payroll administration.
• Assist with payroll audits, reporting requirements, and process improvements.
• Stay current on payroll regulations, tax requirements, and industry best practices.

Skills

Payroll processing

Multi-state payroll

Dayforce

W-2 year-end reporting

Payroll compliance

Excel

Attention to detail

Time management

Communication skills

Independent work

Team collaboration

Tools

Dayforce

Microsoft Excel

Job description

Schedule: Monday–Friday | Hybrid (4 Days In-Office, 1 Day Remote)

Position Overview

Our client, an established organization in Madison, WI, is seeking an experienced and detail-oriented Payroll Specialist to join their team. This individual will be responsible for processing accurate and timely payroll, maintaining employee payroll records, ensuring compliance with federal and state regulations, and supporting year-end payroll activities.

The ideal candidate will have at least 3 years of payroll experience, including multi-state payroll processing, year-end reporting, and hands-on experience with Dayforce. This position requires strong organizational skills, attention to detail, and the ability to manage multiple deadlines in a fast-paced environment.

Key Responsibilities

• Process and administer accurate, timely payroll for employees across multiple states.
• Review and verify employee timekeeping records, payroll adjustments, deductions, and earnings.
• Manage payroll changes, including new hires, terminations, promotions, compensation adjustments, and employee status changes.
• Ensure compliance with federal, state, and local payroll regulations, including wage and hour laws and tax withholding requirements.
• Coordinate and complete year-end payroll activities, including W-2 preparation, annual adjustments, bonuses, and payroll reconciliations.
• Research and resolve payroll discrepancies, employee inquiries, and payroll-related issues promptly and professionally.
• Maintain accurate employee payroll records and ensure confidentiality of sensitive employee information.
• Process payroll deductions, including benefits, retirement contributions, garnishments, and other authorized withholdings.
• Reconcile payroll reports and ensure accuracy between payroll systems and accounting records.
• Utilize Dayforce to process payroll, maintain employee information, and generate payroll reports.
• Collaborate with Human Resources, Accounting, and Finance teams to ensure accurate payroll administration.
• Assist with payroll audits, reporting requirements, and process improvements.
• Stay current on payroll regulations, tax requirements, and industry best practices.

Qualifications

Required Qualifications

• Minimum of 3 years of hands-on payroll processing experience.
• Experience processing multi-state payroll and understanding varying state payroll regulations.
• Experience managing year-end payroll processes, including W-2s, annual adjustments, bonuses, and reconciliations.
• Experience using Dayforce payroll software.
• Strong understanding of payroll taxes, deductions, wage and hour regulations, and payroll compliance.
• Excellent attention to detail and a high level of accuracy.
• Strong organizational and time management skills with the ability to meet strict payroll deadlines.
• Proficiency in Microsoft Office, particularly Excel.
• Strong analytical and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive employee information.
• Ability to work independently while collaborating effectively with HR and Accounting teams.

Preferred Qualifications

• Experience processing payroll for a large or multi-location organization.
• Familiarity with payroll reporting, general ledger reconciliations, and payroll audits.
• Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC).
• Experience identifying opportunities to streamline payroll processes and improve efficiency.

What We're Looking For

We are seeking a dependable, detail-oriented payroll professional who takes ownership of their work and understands the importance of accuracy, confidentiality, and meeting deadlines. The ideal candidate is comfortable managing multi-state payroll, navigating complex payroll situations, and working collaboratively with internal teams to ensure employees are paid accurately and on time.