Payroll & Leave Specialist

The Payroll & Leave Specialist is responsible for accurate, timely, confidential, and compliant end-to-end payroll administration and employee leave management. This role manages bi-weekly payroll processing, timekeeping validation, gross-to-net, special pay calculations, payroll controls and leave administration while ensuring compliance with federal, state, and local regulations.

The Payroll & Leave Specialist serves as the subject matter expert, partners with HR, Accounting, Treasury, Legal, and leaders to support payroll accuracy and effective leave administration. This role also maintains payroll and leave systems and workflows within Oracle EBS and administers payroll-related benefit and 401(k) deductions, direct deposits, off-cycle payments, tax withholding, garnishments, benefit and retirement plan, union dues deductions, PTO/vacation and personal time accrual activity, and year-end payroll processes.

• →Processes end-to-end bi-weekly payroll accurately and on schedule, including time and attendance review, earnings, overtime, special pay, adjustments, direct deposits, replacement checks, off-cycle payments, and final pay.
• →Validates timecards, pay codes, payroll inputs, employee changes, new hires, terminations, pay rate changes, leave payments, PTO/vacation accruals, and other payroll-impacting transactions prior to payroll close.
• →Administers payroll deductions and withholdings, including federal, state, and local taxes, benefits, retirement/401(k), garnishments, tax levies, child support, charitable contributions, union dues, and other voluntary or required deductions.
• →Administers disability, military, and other company-provided leaves. Evaluates FMLA eligibility and qualifying events, applies leave policies and regulatory requirements, and coordinates the interactive process and accommodation requests under the ADA in partnership with HR leadership, Legal, and other stakeholders, as appropriate.
• →Coordinates leave intake, eligibility determinations, required notices and documentation, payroll impacts, benefit deductions, return-to-work activities, and communication with employees, leaders, HR partners, and third-party administrators while exercising sound judgement in interpretation and application of leave and accommodation requirements.
• →Reviews payroll registers, exception reports, deduction reports, and control totals to identify and resolve discrepancies before and after payroll is finalized.
• →Ensures compliance with federal, state, and local payroll, wage, hour, tax, recordkeeping, and company policy requirements while maintaining strict confidentiality of employee payroll information.
• →Process monthly union remittance reports, maintain dues and initiation fees, and assist with union audits.
• →Maintains employee payroll records, payroll system data, direct deposit information, tax withholding elections, deduction setup, pay elements, and related documentation in accordance with retention and confidentiality requirements.
• →Maintains accurate leave records and case documentation, tracks leave usage and key dates, monitors required certifications and reconciles leave payments and balances across HRIS systems.
• →Identifies, research, tests, and resolves payroll and leave system issues; supports system configuration updates, payroll calendar maintenance, workflow improvements, and user acceptance testing for payroll-related changes.
• →Documents payroll and leave procedures, validates internal controls, recommends process improvements, and supports cross-functional efforts to improve payroll accuracy, efficiency, compliance, and employee experience.
• →Manages post-payroll, quarter and year-end payroll activities, including W-2 preparation, review, corrections, distribution support, taxable wage reconciliation, and required payroll reporting.
• →Reconciles payroll, taxes, benefits deductions, retirement/401(k) contributions, PTO/vacation accruals, and related payroll liabilities to support financial accuracy and audit readiness.
• →Keeps current on payroll and leave regulations, tax updates, system changes, and best practices; implements required changes in coordination with HR, Accounting, Treasury, and vendors.
• →Prepares scheduled, post-payroll, quarterly, annual, and ad hoc payroll reports for HR, Accounting, Treasury, Benefits, leadership, auditors, and other internal customers.
• →Responds to employee and leader payroll and leave questions, researches leave and pay discrepancies, provides verification of employment and/or wage information as authorized, and performs other related duties as assigned.

• Five or more years of payroll administration experience, including end-to-end payroll processing.
• Demonstrated knowledge of FMLA, ADA, disability leave administration, leave coordination, and the application of leave and accommodation requirements in complex employee situations.
• Demonstrated knowledge of federal, state, and local payroll tax withholding, wage and hour requirements, garnishments, benefit deductions, retirement plan deductions, year-end payroll processes, and leave requirements, including FMLA and applicable disability and military leave provisions.
• Experience reconciling payroll registers, taxes, benefit deductions, retirement plan feeds, leave payments, and payroll-related liabilities.
• Strong analytical, critical thinking, problem-solving, organization, documentation, and attention-to-detail skills.
• Ability to manage confidential employee payroll and leave information with discretion, accuracy, and professionalism.
• Ability to communicate clearly with employees, leaders, HR, Accounting, Treasury, Benefits, auditors, and external vendors.

• Associate’s degree in Accounting, Finance, Business Administration, Human Resources, or a related field.
• Experience with Oracle EBS or similar payroll/HRIS systems preferred.
• Certified Payroll Professional (CPP), Fundamental Payroll Certification (FPC), or SHRM Certified Professional (SHRM-CP) preferred.
• Experience supporting payroll for union and non-union employee populations preferred.
• Experience with retirement plan deductions, payroll audits, or payroll tax reporting preferred.