Senior Payroll Associate

WhiteCap Workforce Solutions; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

WhiteCap Workforce Solutions is seeking a payroll professional to manage multi-state, multi-company weekly and bi-weekly payrolls for both union and non-union freelance staff, ensuring compliance with CBAs and federal/state regulations.

You will coordinate with cross-functional teams, perform pre-payroll audits, handle garnishments and PTO rules, and contribute to process improvements and SOP updates.

Qualifications

• 4 years hands-on union payroll processing experience with CBAs.
• Experience interpreting withholding orders for levies, garnishments, child support, and other involuntary wage assignment orders.
• Experience with automated time and attendance systems.
• Experience initiating and leading standardization and process improvement initiatives.
• Strong working knowledge of FLSA and wage-hour regulations.
• Ability to interpret CBAs for pay and paid time off rules.
• Strong interpersonal, communication, and problem-solving skills.
• Advanced Excel skills including VLOOKUP and pivots.
• Excellent customer service and teamwork.

Responsibilities

• Process multi-state, multi-company payrolls for union and non-union freelancers on a weekly/bi-weekly basis.
• Handle on-demand, retroactive, and one-time payments and tax adjustments.
• Set up withholding orders within the payroll system.
• Understand union pay rules and timekeeping, answer employee questions.
• Provide testing support and train the team on the new timekeeping system.
• Conduct pre-payroll audits of earnings, deductions, and taxes.
• Audit union dues and retirement contributions for accuracy.
• Address questions on taxation of union benefits and pay.
• Review and update SOPs for accuracy and efficiency.
• Offer SME guidance on union timekeeping and paid time off.
• Assist with payroll questions and maintain clear communication.
• Resolve customer issues, perform root cause analysis, and implement fixes.
• Ensure compliance with company policies, controls, and SOX.

Skills

Union payroll processing

Withholding orders interpretation

Timekeeping system knowledge

Process improvement initiatives

FLSA wage regulations

CBAs pay rules interpretation

Excel VLOOKUP

Communication skills

Problem solving

Customer service

Tools

Workday Payroll

Job description

The position involves performing a variety of functions necessary for the accurate and timely processing of multi-state, multi-company, weekly and bi-weekly payrolls for union and non-union freelance employees. The role requires coordination, validation, and implementation of work procedures that demand comprehensive operational knowledge of union collective bargaining agreements and federal and state regulations related to wage garnishment, taxation, and wage-hour law.

While there are no direct people responsibilities, the role involves coordinating independently with other associates, leaders, and teams outside of Payroll Shared Services to accomplish tasks, meet deadlines, champion process improvement initiatives, and enhance the employee experience.

A Snapshot of Your Responsibilities

• Ensure timely and accurate processing of multi-state, multi-company weekly and bi-weekly payrolls for union and non-union freelance employees in accordance with collective bargaining agreements and other contracts and in compliance with applicable policies and federal, state, and local regulations.
• Process on-demand payments, retroactive payments, one-time payments, tax adjustments, stop payments, void checks, direct deposit reversals, and overpayment collections in accordance with policies, collective bargaining agreements, and in compliance with federal, state, and local regulations.
• Interpret and set up withholding orders for levies, garnishments, child support, and other involuntary wage assignment orders in the payroll system within the regulated period.
• Understand union pay and paid time off rules and the timekeeping system and address employee questions as needed.
• Provide testing support during the implementation of the new timekeeping system and assist with team training.
• Perform detailed pre-payroll processing audits of earnings, deductions, benefits, garnishments, and tax setups to prevent pay-impacting errors when payroll is processed.
• Audit and reconcile union-related inputs, including union dues, initiation fees, and retirement contributions, to ensure accuracy and strict adherence to collective bargaining agreements.
• Understand proper taxation of all employee payments, including employer-paid union benefits, and address employee questions as needed.
• Review, test, and update Standard Operating Procedures (SOPs) regularly to ensure operational accuracy, compliance, and continuous process efficiency.
• Provide subject matter expertise on union timekeeping rules and processes, including paid time off plans. This requires the ability to interpret rules outlined in collective bargaining agreements (CBAs) and other union-related documents.
• Assist employees and management with questions, concerns, or requests regarding union payroll. This includes properly applying technical knowledge and skills, communicating, and listening effectively.
• Serve as a go-to expert for union payroll questions, managing the timely resolution of customer issues, including handling customer escalations, performing and documenting Root Cause Analysis, and implementing remedial procedures to close gaps identified.
• Ensure compliance with all company policies, internal controls, and SOX controls.

What You Will Need

• 4 years hands-on union payroll processing experience, preferably with IBEW, IATSE, AFTRA, and/or NABET collective bargaining agreements.
• Experience with interpreting and setting up withholding orders for levies, garnishments, child support, and other involuntary wage assignment orders.
• Experience and knowledge of automated time and attendance systems.
• Experience with initiating and leading standardization and process improvement initiatives.
• Strong working knowledge of FLSA, federal, state, and local wage and hour and tax regulations.
• Ability to interpret collective bargaining agreements for pay and paid time off rules.
• Strong interpersonal skills - you are approachable, responsive, and team-focused.
• Intermediate Excel using VLOOKUP and pivots.
• Excellent communication skills, both verbal and written.
• Excellent judgment, analytical and problem-solving skills.
• High degree of professionalism and solid ability in delivering high-quality customer service and establishing/maintaining effective and collaborative working relationships.

Nice to Have But Not a Dealbreaker

• Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) designation.
• Experience with Workday Payroll.

Disclosure: The hourly rates and/or salaries listed may or may not reflect total compensation packages including bonus and fringe benefits, etc., nor are the advertisement(s) posted a guarantee of a certain compensation package for a position or bona fide offer of employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.