Senior Payroll Specialist

Keolis; Boston (MA); Hybrid; USD 75,000 - 85,000; Full time

Job summary

Keolis is seeking a Payroll Specialist for a hybrid role in the Boston area. The position focuses on processing biweekly and semi-monthly payroll in UKG Pro, ensuring timely, accurate transactions and comprehensive reporting.

Responsibilities include reconciling totals, handling W-2 adjustments, and collaborating with HR and finance to meet payroll deadlines and regulatory requirements. The role requires strong communication and confidentiality.

Qualifications

• Knowledge of biweekly & semi-monthly payroll processing in UKG Pro.
• Process payroll transactions accurately and timely.
• Review payroll prior to transmission and reconcile totals.
• Understanding of taxation of employee and employer paid benefits.
• Knowledge of W-2 adjustments and union dues deductions.
• Ability to independently process biweekly, quarterly, and year-end reporting.
• Timely response, organization, and documentation of payroll inquiries from business partners.

Responsibilities

• Communicate efficiently with specialists, managers, directors and senior leadership.
• Manage payroll partnerships and act as main contact for assigned locations.
• Hold biweekly meetings with local HR on payroll matters and deadlines.
• Run reports to verify payroll totals against time and attendance for accuracy.
• Ensure payroll compliance with policies and procedures for all employees.
• Create final payroll reports post-processing for each location.
• Prepare special reports for management, audits, and record keeping.
• Collaborate with HR, Time & Attendance, HRIS, Operations, Accounting for best practices.

Skills

UKG Pro

Biweekly payroll

Semi-monthly payroll

Payroll reconciliation

Taxation of benefits

W-2 adjustments

Reporting

Stakeholder communication

Confidentiality

Job description

Compensation- $75,000-85,000.00 per year with competitive benefits and 401(k) match program.

This is a hybrid remote role focused in the Boston area.

Knowledge and Experience:

• Knowledge of biweekly & semi-monthly payroll processing according to payroll best practices in UKG Pro
• Ensure all payroll transactions are processed accurately and timely.
• Review payroll prior to transmission and reconcile totals.
• Understanding of taxation of employee and employer paid benefits.
• Keen knowledge of other items, other earnings, gross ups, W-2 adjustments, union dues deductions and other special payments.
• Ability to independently process accurate and timely biweekly, quarterly, and year-end reporting
• Timely response, organization, and documentation of payroll inquires from business partners

Key Accountabilities:

Strategy & Governance

• Ability to communicate efficiently and effectively with specialists, managers, directors and senior leadership
• Manage payroll partnerships and provide support as the main point of contact for assigned locations.
• Hold biweekly meetings and direct working sessions with assigned locations (local HR) on past and future matters, proactively communicating deadlines leading up to payroll processing.
• Run reports to verify payroll totals against time and attendance totals for accuracy.
• Review payroll data, analyze and evaluate pay records to ensure compliance with policies and procedures ensuring timely and accurate payrolls for all employees.
• Responsible for creating final payroll reports for each location post-payroll processing.
• Prepare special reports for management, subpoena of records, and audits.
• Maintain payroll and related records for audit and control purposes.
• Communicate with local unions on union dues withholding and reporting of payments.
• Resolve payroll discrepancies received from location in a timely manner.
• Prepare final pay for terminated employees per State and CBA requirements.
• Provide timely response to payroll inquiries from locations
• Report needed changes for increased efficiency.
• Maintain confidentiality of payroll information
• Collaborate with other departments - HR, Time & Attendance, HRIS, Operations, Accounting to determine best practices and down/upstream impacts
• Other duties as assigned

Business Processes

• Work in tandem with the Payroll Manager, collaborating with other Payroll Specialists within the Payroll Team to improve current processes.
• Cross train to provide back up and support to other Payroll Specialists, and in some cases, Payroll Manager within the Payroll Team.
• Complete biweekly payroll processing in a timely manner and in accordance with CBA – collective bargaining agreements, policies, and procedures.
• Ensure compliance with applicable laws and payroll tax obligations.
• Provide post-payroll analysis for key performance indicators for all locations.

Reporting

• Reporting and audit of biweekly pre-check reports.
• Preparation of final payroll output reports for location.
• Payroll GL reporting

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of the job. Reasonable accommodation may be requested to enable individuals with disabilities to perform the essential functions.

All roles may entail, to varying extents, the following physical demands:

• Long periods (potentially exceeding 8 hours per day) of walking, standing, sitting, bending, pushing, pulling, climbing, lifting, balancing, stooping, twisting, squatting, handling materials, repetitive hand-wrist motions, and traversing uneven surfaces;
• Exposure to both extreme heat and cold;
• Exposure to loud noises, fumes, and airborne particles;

In addition to the above demands inherent in every role, the following roles may entail unique physical demands, including:

• Operators/Drivers may work inside or outside vehicles and may operate vehicles for over 8 hours per day.
• Operations Supervisors and Managers may split their work between an office setting looking at a computer screen/electronic device and active transit field locations driving in a vehicle.
• Maintenance Employees may be exposed to toxic or caustic chemicals in a ventilated maintenance shop and may work with personal computers, laptops, electronic hand‑held devices, complex electrical schematics, diagnostic software and testing devices, and other heavy machinery.
• Office Staff may work indoors in air‑conditioned or well‑ventilated facilities, including offices and cubicle spaces equipped with a telephone and computer and may entail typing or looking at a computer screen.

Additional Statements:

• Drug screening: Pursuant to Department of Transportation regulations, employment for safety-sensitive positions will be contingent upon passing a pre-employment drug screen and a physical examination. Keolis maintains a drug‑free workplace. Employment will also be contingent upon completion of a background check consistent with applicable federal, state, and/or local laws.
• Safety commitment: Safety is a way of life at Keolis. By placing safety first, we ensure the wellbeing of our employees, customers, and communities. Together we can become the safest transportation company in the world.
• Environmental commitment: Keolis is committed to protecting the environment by minimizing the impact of our operations on the communities where we operate.
• EEO statement: Our policy is to afford Equal Employment Opportunity to qualified individuals regardless of their race, color, sex, religion, age, creed, marital status, national origin, ancestry, physical or mental disability, sexual orientation, pregnancy status, genetic information, veteran status, gender identification, or any other status protected by applicable law. If you require a reasonable accommodation to participate in the application or interview process, please contact [e-mail]. Keolis complies with federal and state disability laws and provides reasonable accommodations to qualified applicants.
• Work authorization: “Applicants must be authorized to work in the United States. Keolis does not sponsor visas for this position”
• Disclaimer and closing statement: The above statements are intended to describe the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of employees assigned to this job. Keolis is committed to offering our employees competitive compensation and benefits, opportunities for development and growth throughout an exciting and rewarding career, and the safest work environment possible.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.