Payroll Specialist

Job Summary

The Payroll Specialist is responsible for the accurate and timely processing of biweekly payroll for 1,000+ employees across multiple U.S. states and Canadian provinces. This role supports the efficient operation of the Human Resources and Finance functions by managing end-to-end payroll processing, maintaining employee payroll records, reviewing and reconciling timesheets, and ensuring compliance with U.S. and Canadian wage-and-hour regulations. The Payroll Specialist serves as a key partner to HR, managers, and Finance, acts as a Dayforce subject matter expert (SME) for payroll and workforce management modules, and supports payroll-related reporting, reconciliations, audits, and year-end activities.

Essential Job Functions

• Process biweekly payroll for 1,000+ employees across multiple U.S. states and Canadian provinces
• Administer payroll in compliance with U.S. federal, state, and local wage and hour laws and Canadian federal and provincial payroll regulations
• Partner with managers to review, reconcile, and approve employee timesheets before each payroll run by resolving missing punches, exceptions, approvals, and discrepancies to ensure accuracy
• Ensure the accurate calculation of wages, overtime, bonuses, commissions, retro pay, and payroll adjustments
• Maintain accurate payroll and HR records by updating employee data, including new hires, terminations, transfers, position changes, and pay rate changes
• Process end-to-end payroll transactions, including regular and off-cycle payrolls, benefit deductions, garnishments, direct deposits, bonuses, retro pay, and annual entitlement cash-outs
• Process 401(k) contributions and loan transactions, and perform regular payroll and benefits reconciliations
• Serve as the primary point of contact for employee payroll inquiries, resolving issues promptly, accurately, and professionally
• Act as the Dayforce subject matter expert (SME) supporting payroll and workforce management (WFM) modules, including system upgrades, implementations, and continuous process improvements
• Train and support managers on payroll policies, timekeeping practices, and proper use of the Dayforce system, ensuring consistent application of procedures and timely approvals
• Handle payroll-related quarterly and annual reporting, including internal reconciliations and support for workers’ compensation (WC), 401(k) audits, and financial reporting requirements
• Prepare and process year-end payroll activities, including W‑2s, T4s, and related filings
• Perform additional tasks as assigned.

Education/ Experience/ Training

• Bachelor's degree in a related area and/or equivalent experience/training.
• 4 years or more of experience in payroll administration
• Experience in processing Canadian payroll is strongly preferred
• Proficient in the Dayforce platform, and Microsoft Outlook, Word & Excel programs.

Knowledge, Skills, and Ability

• Strong working knowledge of federal, state, and local payroll laws, including multi‑state payroll compliance; familiarity with California wage and hour regulations strongly preferred
• Understanding of prevailing wage laws and regulations
• Minimum of 3 years of hands-on experience with Dayforce, including Payroll and Workforce Management (WFM) modules
• Ability to process automated payrolls accurately and efficiently in a high‑volume environment
• Demonstrated experience maintaining high accuracy and attention to detail in payroll processing, data entry, and record‑keeping
• Strong analytical, problem‑solving, and critical thinking skills, with the ability to exercise sound judgment and resolve payroll issues independently
• Excellent organizational and time‑management skills, with the ability to meet strict payroll deadlines
• Effective written and verbal communication skills, with the ability to communicate clearly and professionally with employees, managers, and all levels of leadership
• Proven interpersonal skills and the ability to collaborate effectively in a team‑oriented environment
• Ability to handle confidential and sensitive information with discretion and professionalism
• Strong work ethic, accountability, and commitment to accuracy and compliance
• Bilingual in Spanish is a plus.

Working Conditions

The Payroll Specialist will work a minimum of 40 hours per week; however, they must remain flexible during periods that require overtime. While working under pressure is unavoidable when schedules change or issues arise, all deadlines and goals must still be met. The Payroll Specialist will manage a multi-state payroll process, communicating with employees, supervisors, and managers across various time zones.

The majority of their duties will be performed at a desk and will involve extensive typing and reading on a computer terminal. Furthermore, they will engage with others directly via video conferencing or telephone. As these interactions often involve sensitive data, the specialist is expected to maintain strict confidentiality regarding all disclosed information.