Senior Payroll Specialist

Vedder's Chicago office is seeking a Senior Payroll Specialist. Under the direct supervision of the Payroll Manager, the Senior Payroll Specialist is responsible for coordinating and executing day-to-day payroll operations for domestic and international offices within a fast-paced law firm environment. This role requires the ability to manage and process multiple payrolls simultaneously across varying frequencies and jurisdictions, while maintaining a high level of accuracy, compliance, and confidentiality.

The Senior Payroll Specialist will take a lead role in payroll operations, demonstrating initiative, ownership, and proactive problem-solving. The position requires the ability to remain flexible, organized, and solutions-focused, maintaining a positive and professional attitude during high-volume periods, tight deadlines, and complex payroll cycles. Responsibilities include payroll processing, reporting, time and attendance administration, audit support, and documentation of procedures, while ensuring all payroll activities are completed timely and in compliance with applicable regulations.

As a Senior Payroll Specialist, your duties will include but not be limited to:

• Manage workflow and prioritize competing deadlines across multiple payroll cycles, ensuring timely and accurate processing
• Process and validate payroll transactions including new hires, separations, pay adjustments, and retroactive changes
• Simultaneously process multiple payroll groups (bi-weekly, semi-monthly, monthly and international) with precision and consistency
• Reconcile payroll reports to source data and perform detailed audits prior to final transmission
• Serve as a primary escalation point for payroll inquiries, providing timely resolution with a high level of professionalism
• Ensure compliance with federal, state, local, and international payroll regulations and wage and hour laws
• Partner with Payroll Manager and Accounting to resolve discrepancies and support general ledger reconciliation
• Generate and analyze ad hoc payroll reports to support business needs and decision-making
• Process manual and off-cycle payments, including bank wire requests, with proper controls and approvals
• Maintain accurate and complete employee payroll records and documentation
• Uphold strict confidentiality and data security standards at all times
• Identify process improvement opportunities and take initiative to implement enhancements to payroll workflows and controls
• Develop, update, and maintain audit-ready documentation, procedures, and internal controls
• Lead and/or support departmental projects, system updates, and audits
• Facilitate internal and external audits by preparing and providing required documentation
• Demonstrate leadership behaviors, including mentoring junior staff and driving accountability within payroll operations

Skills & Competencies:

• Strong working knowledge of payroll best practices and multi-state/international regulations
• Proven ability to multitask and effectively manage multiple payrolls and deadlines simultaneously
• Demonstrated leadership skills with a proactive, solutions-oriented mindset
• Strong analytical, problem-solving, and decision-making capabilities
• Ability to maintain a calm, positive, and professional attitude during high-pressure and peak processing periods
• High level of accuracy, attention to detail, and commitment to quality
• Effective organizational and time management skills in a deadline-driven environment
• Strong interpersonal and communication skills (verbal and written)
• Ability to handle confidential information with discretion and integrity
• Self-starter with the ability to work independently and take ownership of responsibilities
• Strong follow-through and accountability on deliverables
• Flexibility to adjust hours to meet operating needs
• Advanced Excel skills (XLOOKUP, VLOOKUP, Pivot Tables, SUMIFS, etc.) required
• Experience processing multiple Payroll Groups
• Effective organization and time management skills with the ability to work under pressure and adhere to project deadlines
• High degree of initiative, confidentiality, mature judgement and discretion
• Strong sense of urgency, accountability and result oriented
• Ability to analyze, interpret, and respond to complex payroll data
• Strong sense of urgency and results orientation
• Collaborative team player who is adaptable, approachable, and flexible

Qualifications & Required Experience:

• Bachelor’s degree preferred
• Minimum of 5-7 years of payroll experience required
• Experience processing multi-state and international payrolls required
• Proven experience managing multiple payroll groups and frequencies simultaneously
• Experience working in a professional services or law firm environment preferred
• Prior Processing experience with UKG is Required
• International payroll experience strongly preferred
• FPC or CPP a plus

Computer Skills:

To perform this job successfully, an individual must be proficient in the following software:

• Advanced proficiency in Microsoft Excel and working knowledge of Word and Outlook required
• Experience and processing knowledge with UKG/HRIS systems required
• Experience with timekeeping systems (e.g., Workforce Management) preferred

Compensation Range: $70,000/yr. to $93,000/yr.

At Vedder, we believe in recognizing and rewarding our employees' contributions. Our comprehensive Total Rewards Package includes:

• Competitive Salary: We offer a competitive base salary commensurate with skills and experience.
• Bonus Program: Discretionary annual bonus program.
• Retirement Planning: Discretionary profit sharing and 401(k) matching to help you plan for your future.
• Health and Wellness: Comprehensive health, dental, and vision plans, along with optional health savings and flexible spending accounts, firm-paid Life and Disability benefits, and wellness programs to support your overall well-being.
• Paid Time Off: Competitive time off package including vacation days, paid holidays, sick time and personal days.
• Professional Development: Opportunities for continuous learning and career growth through firm provided training programs.
• Employee Recognition: Anniversary and Vedder Praise Programs to celebrate your achievements and milestones.
• Work-Life Balance: Hybrid work model and family-friendly policies.
• Additional Perks: Employee discount program, pre-tax commuter benefits, back up child & elder care, Employee Assistance Program (EAP), fitness center discounts and more.

Join Vedder and be part of a team that values hard work and dedication!

Equal Employment Opportunity

Vedder Price P.C. is an equal opportunity employer. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability (where applicant is qualified to perform the essential functions of the job with or without reasonable accommodations), medical condition, protected veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law. We participate in E-verify.

Applicants who are interested in applying for a position and require special assistance or an accommodation during the process due to a disability should contact the Vedder Recruiting Team at recruiting@vedder.com