Payroll Specialist

InstantServe LLC; Tampa (FL); On-site; USD 52,000 - 68,000; Full time

Job summary

InstantServe LLC seeks an experienced Payroll Specialist to manage payroll operations, ensuring accurate, timely, and compliant employee compensation.

The role requires strong knowledge of payroll administration, complex transactions, and regulatory compliance, with emphasis on ADP Payroll and union environments. You will support audits, reconciliations, and year-end activities while maintaining payroll confidentiality.

Qualifications

• Associate degree or higher in Accounting/Finance/Business Administration.
• 2–4 years of payroll, accounting, HR or related admin experience.
• At least 1 year of processing/ reviewing complex payroll transactions with high accuracy.
• At least 1 year performing detailed reconciliations, analysis, and problem solving.
• Strong data-entry skills and attention to detail.

Responsibilities

• Process complex payroll transactions to ensure accurate and timely employee payments.
• Validate hours, timekeeping records, and payroll data before biweekly processing.
• Process retroactive payments, wage corrections, and garnishments.
• Interpret and apply payroll policies and applicable regulations (federal, state, local).
• Investigate discrepancies and respond to employee inquiries.

Skills

ADP Payroll

Timekeeping

Garnishments

Payroll Reconciliation

Attention to detail

English Communication

Education

Associate degree in Accounting

Tools

Trapeze

Excel

Job description

Seeking an experienced Payroll Specialist to support payroll operations and ensure the accurate, timely, and compliant processing of employee compensation. This position requires strong knowledge of payroll administration, complex payroll transactions, financial reconciliation, and applicable employment regulations.

The successful candidate will independently process payroll adjustments, investigate discrepancies, maintain payroll records, and ensure compliance with established payroll policies and collective bargaining agreements. Experience with ADP Payroll, unionized work environments, and payroll reconciliation is highly desirable.

Key Responsibilities

• Process complex payroll transactions to ensure accurate and timely employee payments.
• Validate employee hours, timekeeping records, and payroll data before biweekly payroll processing.
• Process retroactive payments, wage corrections, supplemental payments, final pay, garnishments, tax withholding adjustments, benefit deductions, and other payroll corrections.
• Interpret and apply payroll policies, procedures, ATU and Teamsters collective bargaining agreements, non-bargaining employee policies, and applicable federal, state, and local regulations.
• Investigate and resolve payroll discrepancies, employee inquiries, and escalated compensation issues.
• Review payroll data and preview check registers for accuracy, completeness, and compliance, making corrections as necessary.
• Perform payroll-to-general-ledger reconciliations and investigate variances involving payroll records, accounting entries, deductions, and tax liabilities.
• Manage garnishment setups, updates, and changes within ADP Payroll.
• Prepare payroll reports, reconciliation records, check requests, and supporting documentation.
• Coordinate payroll deductions processed through Accounts Payable or ACH payments.
• Prepare off-cycle payroll checks and support special payroll processing requirements.
• Assist with internal and external audits by researching payroll transactions and providing supporting documentation.
• Support year-end payroll activities, including verification of taxable wages, deductions, and employee wage statements.
• Maintain the confidentiality and security of employee payroll, tax, and personal information.
• Provide payroll-related guidance and technical support to employees, managers, and payroll staff.
• Assist the Payroll Manager with payroll operations, process improvements, and other related responsibilities.

Required Qualifications

• Associate degree in Accounting, Finance, Business Administration, Human Resources, or a related field.
• Two to four years of professional experience in payroll, accounting, human resources, timekeeping, or a related administrative function.
• At least one year of experience processing and reviewing complex payroll transactions with a high degree of accuracy.
• At least one year of experience performing detailed reconciliations, analysis, and problem-solving.
• Strong data-entry skills and exceptional attention to detail.
• Ability to organize, prioritize, and manage multiple tasks while meeting strict payroll deadlines.
• Strong written and verbal English communication skills.
• Ability to handle confidential and sensitive employee information with discretion.
• Strong analytical, organizational, and problem-solving abilities.

Preferred Qualifications

• Experience working in a unionized environment.
• At least one year of experience using payroll and timekeeping systems, preferably ADP Payroll or Trapeze.
• Knowledge of collective bargaining agreements, particularly ATU and Teamsters labor contracts.
• Experience with payroll garnishments, tax withholding adjustments, benefit deductions, and off-cycle payments.
• Familiarity with payroll-to-general-ledger reconciliation, payroll audits, and year-end reporting.