Payroll Specialist

Hampton Lumber; Portland (OR); On-site; USD 60,000 - 80,000; Full time

Job summary

Hampton Lumber in Portland, OR is seeking a Payroll Specialist to manage complex multi-state payrolls and ensure compliance with regulations. This role includes processing end-to-end payroll, addressing payroll discrepancies, and collaborating with HR and Finance teams.

The ideal candidate will have a Bachelor's degree in a related field, 3-5+ years of payroll experience, and proficiency in payroll systems, particularly UKG. Strong attention to detail is essential for this critical position.

Qualifications

• 3-5+ years of experience in payroll processing.
• Strong knowledge of payroll processing and compliance.
• Experience with multi-state payroll and incentive compensation.

Responsibilities

• Process multi-state payroll and handle payroll discrepancies.
• Maintain employee payroll records and perform audits.
• Support payroll system implementations and enhancements.

Skills

Payroll processing

Attention to detail

Compliance knowledge

Communication

Problem-solving

Education

Bachelor’s degree in Accounting, Finance, or related field

Certified Payroll Professional (CPP)

Tools

UKG

Excel

Job description

The Payroll Specialist will be based in the Portland, OR office. She will report directly to the Payroll & HRIS Manager. The Payroll Specialist is responsible for the accurate, timely, and compliant processing of complex multi-state payrolls, with primary ownership of hourly payroll operations and involvement in incentive, commission, and off-cycle payrolls. This role serves as a key resource for payroll processes, compliance, and audits, and provides day-to-day support to employees, supervisors, HR, and Finance.

The Payroll Specialist plays an important role in payroll controls, audit readiness, documentation, and cross-training, and works closely with Payroll, HR, and Finance teams to support payroll accuracy, regulatory compliance, and continuous process improvement.

Payroll Processing & Administration

• Process end-to-end payroll for hourly employees, including timesheet validation, earnings calculations, deductions, and payment processing
• Prepare and process off-cycle, manual, final, commission, production bonus, STIP bonus, deferred compensation, and incentive payrolls
• Prepare miscellaneous pay items and submit entries through Pending Pay
• Process voids and reissues of payroll checks as needed
• Process and administer all payroll garnishments and wage attachments, ensuring accurate deductions, timely responses, and compliance with federal, state, and local requirements
• Maintain garnishment records and coordinate with employees, agencies, and third-party vendors regarding garnishment-related matters
• Assist with salary payroll processing through cross-training
• Review, verify, create, reset, and distribute employee timesheets
• Send timesheet reminders and notifications for hourly and salaried employees
• Support the successful implementation of UKG Workforce Management (WFM), including testing, process validation, troubleshooting, and end-user support
• Serve as a key payroll resource during the transition from legacy timekeeping processes to UKG WFM
• Oversee ongoing timesheet review, payroll validation, and payroll-related processing within UKG WFM following go-live
• Help ensure timekeeping, payroll, and audit processes within UKG WFM remain accurate, compliant, and operationally efficient

Employee Data & Payroll Changes

• Review and update employee records for various payroll changes
• Review rehires for proper 401(k) setup and payroll configuration
• Assist employees with UKG system password resets

Benefits & Retirement Payroll Support

• Support employee questions related to 401(k) contributions, loans, hardship withdrawals, and catch-up contributions
• Download, review, and process Vanguard loan and deferral files
• Process Vanguard employer maintenance activities including terminations, auto cash-outs, and Media Out reports
• Reconcile Vanguard 401(k) loans and payroll interfaces
• Prepare payroll funding requests and wire documentation for retirement plan contributions
• Support year-over-year catch-up contribution compliance and regulatory requirements

Compliance, Audits & Reporting

• Investigate and resolve payroll discrepancies, including retro pay, hours corrections, and tax issues
• Prepare payroll audit documentation and respond to audit requests (SAIF, WA L&I, BLS, 5500, and other regulatory reviews)
• Maintain and update payroll audit checklists and reconciliation spreadsheets
• Prepare post-payroll reconciliation reports and distribute to key stakeholders

Documentation & Process Improvement

• Develop, maintain, and update Standard Operating Procedures (SOPs) for payroll processes
• Compile, save, and maintain earnings, deductions, audit, and import files used in payroll processing
• Support continuous improvement initiatives related to payroll controls, compliance, and efficiency
• Serve as a payroll resource for HR, supervisors, and employees by answering questions and providing guidance
• Respond to ad hoc payroll and reporting requests
• Collaborate closely with Payroll, HRIS, HR, Finance, and external vendors

Education, Skills & Abilities

• Bachelor’s degree in Accounting, Finance, Human Resources, Business Administration or a related field preferred
• 3-5+ years of experience in payroll processing
• Strong knowledge of payroll processing, wage and hour laws, and payroll compliance
• Preference will be given to candidates with a Certified Payroll Professional (CPP) or other relevant professional designations
• Experience with multi-state payroll, incentive compensation, and off-cycle payrolls preferred
• Understanding of retirement plan payroll interfaces and reconciliations (401(k), loans, deferrals)
• High attention to detail with strong audit, reconciliation, and documentation skills
• Ability to troubleshoot payroll discrepancies and explain payroll concepts clearly
• Proficiency with payroll systems (UKG preferred), Excel, and payroll reporting tools
• Ability to manage competing priorities and maintain confidentiality in a fast-paced environment
• Must embrace Hampton Core Values and continuously strive to “Find a Better Way Every Day”