Payroll Specialist

Job Title: Payroll Specialist

Job Description

The Payroll Specialist ensures accurate and timely processing of payroll for a large, multi-state employee population. This role manages end-to-end payroll activities using IFS and ADP, maintains payroll-related records and reconciliations, supports internal and external audits, and serves as a key resource for employees and Human Resources on payroll-related inquiries. The position requires strong attention to detail, advanced Excel skills, and a solid understanding of payroll regulations and accounting principles.

Responsibilities

• Review IFS time reporting data for accuracy and communicate necessary corrections and adjustments to supervisors.
• Transfer system-generated time reporting information from IFS into ADP for payroll processing.
• Process ADP-generated payroll accurately and on schedule for a large, multi-state employee base.
• Maintain organized files of ADP tax-filing documents and payroll summary reports for reference and audit purposes.
• Reconcile cash activity related to payroll with ADP Tax Services reports to ensure accuracy and completeness.
• Respond promptly and professionally to employees’ inquiries regarding paycheck information and payroll issues.
• Maintain spreadsheets that track and reconcile weekly payroll data, ensuring data integrity and consistency.
• Process manual checks to correct discrepancies and handle special payrolls, including annual bonus payments.
• Calculate new hire pay, termination pay, and other adjustments to regular pay in accordance with company policies and applicable regulations.
• Reconcile payroll reports to quarterly 941 filings and annual W-2 forms to ensure compliance and accuracy.
• Maintain the general ledger for all payroll-related transactions, ensuring proper coding and documentation.
• Reconcile the payroll register to the general ledger and prepare necessary adjusting journal entries.
• Prepare and submit annual workers’ compensation reports to insurance carriers in a timely and accurate manner.
• Prepare journal entries and perform account analyses as assigned to support accounting and finance functions.
• Process stop payments and payroll adjustments as needed, ensuring proper authorization and documentation.
• Calculate and deduct appropriate amounts from payroll checks, including tax withholdings, garnishments, and other deductions, ensuring correct computing and withholding.
• Verify all overtime hours with appropriate management personnel before issuing payroll checks to ensure compliance with wage and hour regulations.
• Contribute to team efforts by taking on related duties as needed and supporting colleagues in payroll and accounting functions.
• Provide payroll-related documents and reports as requested by Human Resources.
• Stay current on changes in payroll legislation, tax laws, and regulations, and recommend process improvements to enhance accuracy, efficiency, and compliance.
• Assist with internal and external payroll audits by providing required documentation, reconciliations, and explanations.

Essential Skills

• Minimum of three years of experience in a payroll function within a corporation with a payroll size greater than 1,200 employees, including multi-state payroll.
• Extensive knowledge of ADP or another enterprise payroll software tool.
• Strong understanding of federal, state, and local tax laws and regulations, including wage and hour laws, state unemployment insurance (SUI), and reciprocity agreements between states.
• High level of proficiency in MS Office, with advanced Excel skills including formulas, pivot tables, and VLOOKUP.
• Exceptional accuracy in data entry and numerical calculations to prevent errors and compliance issues.
• Ability to research, analyze, and resolve complex payroll discrepancies and issues across different state regulations.
• Experience with payroll processing, payroll accounting, and data entry in a corporate environment.
• Ability to work with IFS and ADP systems for time reporting and payroll processing.
• Strong organizational skills to maintain files, reports, and reconciliations in a structured and accessible manner.

Additional Skills & Qualifications

• High school diploma or GED from an accredited institution.
• Experience with multi-state payroll environments and large employee populations.
• Familiarity with general ledger accounting and journal entry preparation related to payroll.
• Comfort working with detailed spreadsheets for tracking and reconciling weekly payroll data.
• Strong communication skills for interacting with employees, supervisors, Human Resources, and auditors.
• Ability to adapt to changes in payroll legislation and implement recommended process improvements.
• Experience supporting internal and external audits by providing payroll documentation and explanations.

Job Type & Location

This is a Contract to Hire position based out of Oak Creek, WI.

Pay and Benefits

The pay range for this position is $28.85 - $38.46/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job
classification and length of employment. Benefits are subject to change and may be
subject to specific elections, plan, or program terms. If eligible, the benefits
available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Oak Creek,WI.

Application Deadline

This position is anticipated to close on Oct 2, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.