Job Title: Sr. Specialist, Payroll Reports To: Director, Total Rewards
Position Location: Vernon Hills, IL (Hybrid)
About the Job: We are seeking a hands-on Sr. Payroll Specialist to own the payroll function for a growing Private-Equity backed organization. This role is responsible for the accurate, timely, and compliant processing of multi-state and Canadian payroll, supported by ADP, while serving as the primary liaison between employees, management, and HR. The position will also ensure payroll-related entries and reporting support are completed accurately and on schedule.
How You Will Contribute:Payroll Operations:Manage end-to-end payroll processing for Canadian and multi-state U.S. employees using ADP Workforce Now (or equivalent ADP platform). This includes:
- Full biweekly payroll cycle (prepare, audit, adjust, reconcile, stop payment, manuals, one-off runs).
- Maintain compliance with federal, state, and local payroll regulations.
- Monitor and reconcile ADP changes (new hires, terms, promotions, tax changes).
- Manage adjustments, prepare analytics, review metrics and submit pay files to ADP.
- File tax reports, voluntary deduction reports, and process involuntary deductions (levies, jurisdictions, and garnishments) and completing surveys as required.
- Response to payroll related inquiries from employees, management and regulators.
- Manage time and attendance process with managers, including the resolution of exceptions.
- Work with broader HR team to ensure accurate pay codes and proper deductions/reporting for benefit programs.
- Work with ADP to manage state/local withholding changes and the resolution of any errors.
- Manage and reconcile the funding of benefit accounts (401k, HSA, FSA, RRSP, etc.)
- Owns quarterly and year-end payroll activities, including W-2 / T-4 forms, payroll tax reconciliations, regulatory reporting, etc.
- Serve as subject matter expert for payroll policies, procedures, and system administration.
- Stay current on legislative and industry changes that affect US and Canada payroll operations.
Payroll Activities and Business Partnership:- Maintain strong payroll controls and segregation of duties in compliance with company policies and audit requirements.
- Lead payroll due diligence activities for acquisitions and divestitures. This includes internal control and process review, tax registrations & compliance review, system integration, etc.
- Prepare, review, and validate payroll-related journal entries, accruals, reclasses, etc.
- Assist in payroll-related balance sheet account reconciliation, as needed, including accrued wages, payroll taxes, bonus accruals, PTO / vacation liabilities, employee benefit liabilities, 401(k) and retirement plan obligations.
- Assist with ACA, benefits, workers compensation, 401(k) audits and other regulatory audits.
- Performs other duties as assigned.
What You Will Bring That Excites Us:- Bachelor's degree in accounting or related field; or equivalent experience.
- 5-7+ years' progressive payroll experience managing a comprehensive payroll process.
- Certified Payroll Professional (CPP) certification preferred.
- Extensive experience processing payroll through ADP Workforce Now or similar payroll platforms.
- Experience with multi-state payrolls and both exempt and non-exempt employees; experience with international payroll is preferred (US & Canada - Quebec).
- Strong understanding of payroll tax regulations and compliance requirements.
- Proficient in standard applications with intermediate Excel skills.
- Strong interpersonal skills to work effectively with different levels of management within the organization and to interact well with financial teams at other locations.
- Ability to develop and document policies and procedures, and to explain findings of analysis.
- Thrives in a fast-paced, collaborative environment, efficiently works under pressures, within deadlines or other time essential constraints.
What We Have to Offer:- Salary Range: $85,000-$95,000, depending on location, experience, and qualifications.
- Benefits coverage begins on the first day of employment, including the following:
- Medical, Dental, Vision Insurance
- Disability Insurance
- Life Insurance
- 401(k) company match
- Paid Time Off (15 days annually)
- Paid Holiday time (10 company-designated holidays)
- Tuition Assistance
- Additional benefits available with company package
This position has not been approved for Relocation Assistance.The above statements are intended to describe the general nature and level of the work being performed by people assigned to this job. They are not an exhaustive list of all of the duties and responsibilities associated with it.
