Senior Payroll Systems Specialist

JOB SUMMARY

This position is responsible for the end-to-end processing, management, support, and optimization of the company's payroll systems, including third-party platforms such as UKG or ADP. The role ensures payrolls are processed accurately, timely, and in full compliance with federal, state, and local regulations. This position serves as a subject matter expert (SME) for payroll systems, maintains the integrity of payroll data, supports system integrations, and provides critical backup support for Time and Attendance administration. A high level of attention to detail, strong analytical skills, and the ability to manage complex payroll processes are essential to success in this role.

DUTIES AND RESPONSIBILITIES

Payroll processing:

• Complete the end-to-end payroll process, ensuring accurate and timely processing of all payroll cycles.
• Review, validate, and reconcile payroll data, including earnings, deductions, tax withholdings, benefits, and adjustments.
• Ensure payrolls are processed accurately, timely, and in compliance with federal, state, and local regulations.
• Identify, research, and resolve payroll discrepancies prior to payroll submission.
• Complete off-cycle payrolls, corrections, reversals, and retroactive adjustments as required.
• Complete year-end payroll activities, including W-2 processing, audits, and compliance reporting.
• Maintain strict adherence to payroll deadlines, internal controls, and confidentiality requirements.
• Provide direct payroll support to divisions, serving as a subject matter expert and resolving payroll inquiries, discrepancies, and issues.
• Coordinate with third-party vendors to ensure wage garnishments and payroll tax withholdings are processed accurately and remain in compliance with all applicable federal, state, and local regulations.

System administration/Reporting (UKG, ADP, or other third-party software):

• Serve as the subject matter expert (SME) for operational payroll reporting, including creating, maintaining, and running complex Cognos-based reports and dashboards within UKG Pro to support payroll processing, audits, and compliance needs.
• Maintain third-party payroll software configurations, system updates, user access, and security settings.
• Review and manage system access, ensuring segregation of duties and compliance with internal controls.
• Troubleshoot payroll system issues and coordinate with vendor support and internal teams.
• Collaborate with HR, Accounting, Finance, and IT to ensure payroll data accuracy and seamless workflow.
• Create test plans, execute testing, and validate system changes to ensure proper functionality.
• Maintain detailed documentation and standard operating procedures for payroll systems.

System integrations:

• Support system integrations between the payroll platform and internal systems such as HRIS, accounting/finance software, benefits administration systems, and timekeeping platforms.
• Ensure data flows accurately and securely across systems through automated interfaces or manual uploads.
• Coordinate with IT and external vendors to implement, monitor, and troubleshoot integrations.
• Assist in mapping data fields, testing data transfers, and validating output.
• Identify and resolve data inconsistencies or failures in system feeds.
• Support projects involving the implementation or enhancement of integrated systems.

Time and Attendance administration (backup):

• Act as the backup for the company's time and attendance system.
• Monitor system performance and ensure time data accuracy for payroll processing.
• Support time tracking functions, including shift schedules, PTO, holidays, and exception tracking.
• Assist in resolving employee timekeeping issues and system errors.
• Provide user support and training on timekeeping policies and system features.

EDUCATION AND EXPERIENCE

• Minimum three years of job-related experience processing payroll and knowledge of payroll systems using third-party platforms such as UKG or ADP.
• Bachelor's degree in Accounting, Business Administration, Information Systems, or related field OR three additional years of experience required.
• Solid knowledge of payroll processes and regulatory compliance.
• Experience with system integrations involving HRIS, timekeeping, and financial systems is strongly preferred.
• Familiarity with timekeeping systems (e.g., UKG Dimensions, ADP eTime, Kronos) is a plus.

OTHER QUALIFICATIONS

• Excellent problem-solving and analytical skills.
• High attention to detail and commitment to data accuracy.
• Ability to maintain confidentiality and handle sensitive information.
• Strong communication and interpersonal skills.
• Proficiency with Excel and experience in report development (e.g., Cognos, BI tools, or platform-native reporting).

PREFFERED QUALIFICATIONS

• Knowledge of data mapping and integration workflows (e.g., SFTP, APIs, flat files).
• Experience in supporting system implementations or upgrades.
• Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC).
• Vendor-specific certifications (UKG, ADP, or others).
• Integration/technical training or certifications.

WORKING ENVIRONMENT/PHYSICAL DEMANDS

Includes a typical office environment, with minimal exposure to excessive noise or adverse environmental issues.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or listen. The employee frequently is required to stand, walk, sit, and use hands to manipulate, handle or touch. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.