Sr. Payroll Specialist

SENIOR PAYROLL SPECIALIST

Location: Chicago, Illinois

Employment Type: Full-Time

Department: Human Resources / Payroll

Reports To: Payroll Manager / Director of Human Resources

POSITION SUMMARY

We are seeking an experienced and highly detail-oriented Senior Payroll Specialist to oversee and support the accurate and timely processing of payroll for employees across the organization. This position will play a key role in ensuring payroll accuracy, compliance with federal, state, and local regulations, and the integrity of payroll-related data.

The ideal candidate has strong hands-on payroll experience, excellent attention to detail, and the ability to independently research and resolve payroll issues. The Senior Payroll Specialist will work closely with Human Resources, Finance, Benefits, managers, employees, and external payroll providers to ensure a seamless payroll operation.

This is an excellent opportunity for a payroll professional who enjoys working in a fast-paced environment, takes ownership of their responsibilities, and wants to be a trusted payroll resource within the organization.

ESSENTIAL RESPONSIBILITIES

Payroll Processing

• Process regular, off-cycle, supplemental, bonus, commission, and termination payrolls accurately and on schedule.
• Review and validate payroll inputs, including timekeeping, earnings, deductions, benefit changes, garnishments, taxes, and other adjustments.
• Ensure payroll is processed in accordance with established deadlines and company policies.
• Audit payroll prior to final submission to identify and correct discrepancies.
• Process payroll for employees working in multiple states and jurisdictions, as applicable.
• Maintain accurate and confidential payroll records.

Payroll Compliance

• Ensure compliance with applicable federal, state, and local payroll laws and regulations.
• Maintain current knowledge of payroll tax requirements, wage and hour regulations, withholding requirements, and applicable Chicago/Illinois payroll requirements.
• Monitor changes in payroll legislation and recommend appropriate system or process changes.
• Assist with payroll tax filings, reconciliations, and year-end reporting, including W-2s and applicable tax forms.
• Ensure compliance with wage garnishments, levies, child support orders, and other legal deductions.

Reconciliation & Reporting

• Reconcile payroll-related general ledger accounts and payroll registers.
• Research and resolve discrepancies between payroll, HR, benefits, and accounting records.
• Prepare payroll reports and provide data to Finance, Human Resources, and management as needed.
• Assist with month-end and year-end payroll close processes.
• Analyze payroll data to identify trends, errors, or opportunities to improve processes.

Employee Support

• Serve as a knowledgeable resource for employees regarding payroll, deductions, taxes, direct deposit, timekeeping, and other payroll-related questions.
• Research and resolve payroll issues promptly and professionally.
• Maintain a high level of confidentiality when handling employee compensation and personal information.

Systems & Process Improvement

• Maintain accurate employee payroll information within the payroll/HRIS system.
• Partner with HR, Finance, Benefits, and IT to ensure payroll and HR systems remain accurate and properly integrated.
• Identify opportunities to improve payroll processes, controls, efficiency, and accuracy.
• Participate in payroll system implementations, upgrades, testing, and process enhancements.
• Develop and maintain payroll procedures, checklists, and documentation.

Additional Responsibilities

• Support internal and external payroll audits.
• Assist with annual payroll and benefits-related projects.
• Provide backup support to other members of the Payroll and HR teams.
• Perform other duties and special projects as assigned.

QUALIFICATIONS

Required

• 5+ years of progressive payroll experience, preferably in a mid-size or large organization.
• Strong understanding of payroll processing, payroll taxes, deductions, and reconciliations.
• Experience processing payroll in a multi-state environment preferred.
• Strong knowledge of federal and state payroll regulations.
• Advanced attention to detail and strong organizational skills.
• Excellent analytical and problem-solving abilities.
• Strong Microsoft Excel skills, including sorting, filtering, formulas, and data analysis.
• Ability to handle sensitive and confidential information with discretion.
• Excellent written and verbal communication skills.
• Ability to work independently while collaborating effectively with HR, Finance, and other departments.
• Ability to manage multiple priorities and meet strict payroll deadlines.

Preferred

• Bachelor's degree in Accounting, Finance, Human Resources, Business, or a related field preferred.
• Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC) preferred.
• Experience with a major payroll/HRIS platform such as ADP, UKG, Paycom, Paylocity, Workday, Ceridian/Dayforce, or similar systems.
• Experience with payroll accounting and general ledger reconciliation.
• Experience supporting payroll audits and year-end processing.
• Experience with Chicago and Illinois payroll requirements.

KEY COMPETENCIES

• Payroll Expertise: Strong technical knowledge of payroll processing and compliance.
• Accuracy & Attention to Detail: Extremely precise when working with employee compensation and financial data.
• Analytical Thinking: Ability to identify discrepancies, investigate root causes, and develop solutions.
• Confidentiality & Integrity: Demonstrates sound judgment when handling sensitive employee information.
• Accountability: Takes ownership of payroll responsibilities and follows issues through to resolution.
• Communication: Communicates clearly and professionally with employees, managers, HR, Finance, and outside providers.
• Organization: Effectively manages deadlines and multiple payroll-related priorities.
• Continuous Improvement: Looks for ways to improve payroll processes, controls, and efficiency.

WHAT WE OFFER

• Competitive salary based on experience and qualifications
• Comprehensive medical, dental, and vision benefits
• 401(k) retirement plan and company contributions, where applicable
• Paid time off and company holidays
• Professional development opportunities
• A collaborative and supportive work environment
• Opportunity to make a meaningful impact on payroll operations and organizational efficiency

COMPENSATION

Estimated Salary Range: $75,000–$100,000 annually, depending on experience, qualifications, payroll complexity, and industry.

Actual compensation may vary based on experience, skills, certifications, and other factors.

EQUAL OPPORTUNITY EMPLOYER

We are an equal opportunity employer committed to creating an inclusive workplace. We consider qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by applicable law.