Senior Specialist, Payroll (Hybrid - Rahway, NJ)

Job description

Job Description The Payroll Senior Specialist is responsible for ensuring the accurate, timely, and compliant delivery of payroll services across the United States and Puerto Rico. This role serves as the primary operational Senior Specialist for payroll processing, compliance, governance, vendor management, employee support, and continuous process improvement. The Payroll Senior Specialist works closely with Human Resources, Finance, Tax, Legal, Internal Audit, Global Mobility, and ADP to ensure payroll operations comply with all federal, state, local, and Puerto Rico regulations. The role is responsible for service delivery, maintaining a strong controls environment, supporting mergers and acquisitions, driving process automation, and fostering strong stakeholder relationships. This position serves as a key liaison with ADP and provides expertise for payroll operations, tax compliance, garnishment administration, payroll accounting support, year-end activities, and payroll transformation initiatives. Primary Responsibilities Payroll Senior Specialist Responsible for all U.S. and Puerto Rico payroll operations, ensuring accurate, timely, and compliant payroll processing. Oversee payroll production schedules, operational calendars, and critical payroll processing activities. Control payroll escalations and ensure timely resolution of complex payroll issues and employee inquiries. Serve as the operational Senior Specialist for activations and escalations impacting employee pay. Ensure payroll processes are executed in compliance with company policies, regulatory requirements, and established service levels. Promote knowledge sharing across the payroll organization. Vendor Governance & Service Delivery Serve as the primary relationship Senior Specialist and operational liaison for ADP payroll services. Partner with ADP to ensure payroll processing activities are performed accurately, efficiently, and in accordance with established service-level agreements (SLAs). Oversee ongoing governance reviews with ADP to monitor operational performance, compliance obligations, issue management, and service improvements. Monitor and report monthly and quarterly ADP performance metrics, SLA attainment, operational statistics, and service trends. Work with ADP to identify opportunities for automation, standardization, and continuous process improvement. Utilize AI-driven analytics and automation tools to monitor payroll transactions, identify data anomalies, support root-cause analysis, and improve payroll accuracy, compliance, and operational efficiency. Escalate service delivery, compliance, processing, or operational concerns to ADP leadership and internal stakeholders as appropriate. Collaborate with ADP regarding system enhancements, payroll projects, legislative updates, and changes in payroll regulations. Review, reconcile, and monitor all ADP-related invoices and vendor charges and elevate concerns. Partner with ADP to research and resolve complex payroll issues, historical payroll activities, corrections, and employee escalations. Payroll Compliance, Tax & Regulatory Management Ensure compliance with all federal, state, local, and Puerto Rico payroll regulations and reporting requirements. Monitor legislative and regulatory changes and collaborate with ADP to ensure timely implementation of required payroll updates. Partner with Tax, Legal, Finance, Internal Audit, and ADP Tax Services to support payroll compliance and risk mitigation. Own end to end payroll processes and controls to ensure SOX-compliant by maintaining accurate documentation, supporting internal and external audits, addressing control deficiencies, while strengthening audit readiness and compliance Own and respond to payroll-related audits, regulatory inquiries, government agency requests, subpoenas, and information demands. Ensure payroll tax withholding, reporting, filing, remittance, corrections, and reconciliation processes are completed accurately and timely. Collaborate with internal and external stakeholders regarding employee taxation matters, including international assignments, relocations, employee incentive plans, and other complex compensation arrangements. Maintain a strong compliance framework supporting payroll processing, taxation, garnishments, wage payments, and related reporting requirements. Year-End & Quarter-End Payroll Administration Serve as the primary point of contact with Payroll Supplier for all quarter-end and year-end payroll activities. Responsible for annual payroll year-end planning activities with Payroll Supplier and internal stakeholders. Ensure accurate and timely completion of payroll tax filings, W-2 reporting, 1099 reporting, wage reconciliations, and year-end employee communications. Coordinate payroll adjustments, tax balancing, reconciliations, and audit reviews necessary to support year-end processing. Partner with internal Tax, Finance, and accounting teams to support regulatory reporting obligations and compliance requirements. Internal Controls, Payroll Accounting & Governance Maintain and strengthen payroll internal controls and governance processes. Monitor payroll controls to ensure accurate calculation and processing of wages, taxes, garnishments, deductions, benefits, and other payroll transactions. Oversee and own all payroll audits, management reporting, control reviews, and exception reporting activities. Ensure payroll-related documentation, reconciliations, approvals, and audit evidence are maintained and readily available. Review payroll audit reports and identify risks, corrective actions, and process improvements. Ensure appropriate controls exist and are monitored for payroll processing, tax compliance, garnishments, payroll accounting, and general ledger integrations. Payroll Accounting, Garnishments & Financial Oversight Provide oversight of payroll accounting activities, payroll-to-general ledger processes, reconciliations, and financial reporting support. Serve as escalation and backup approver for ADP-managed wage garnishment administration and issue resolution. Serve as backup approver for payroll general ledger reconciliation activities, banking transactions, and payroll account balancing processes. Support accounting, tax, garnishment, escheatment, and vendor administration activities as required. Review payroll financial controls and ensure appropriate governance and compliance standards are maintained. Business Partnership & Stakeholder Management Partner with HR, Compensation, Benefits, Global Mobility, Tax, Legal, Finance, Accounting, and external service providers to support payroll operations. Provide subject matter expertise regarding legal entity creations, dissolutions, mergers, acquisitions, divestitures, and organizational restructuring activities. Responsible for integration and separation activities associated with M&A transactions. Collaborate with cross functional business units to ensure successful completion of payroll-related initiatives, projects, and operational deliverables. Process Improvement & Transformation Drive payroll transformation initiatives focused on automation, AI driven anomaly tool frameworks, scalability, and enhanced employee experience. Evaluate existing payroll processes and identify opportunities to improve efficiency, controls, service quality, and compliance. Oversee and deliver implementation of new payroll processes, leveraging AI technologies, operational models, and enhancement initiatives. Partner with ADP and internal stakeholders to implement payroll process improvements and leverage industry best practices. Develop and maintain payroll Standard Operating Procedures (SOPs), work instructions, knowledge articles, and process documentation. Ensure payroll procedures remain current, documented, and compliant with internal and external requirements. Education Minimum of a Bachelor’s Degree, or currently in pursuit of degree completion in human resources, busines