Payroll Specialist

Harbor Group Management Company is a multi-billion dollar real estate investment and property management firm. As we continue to grow, we are looking for passionate, goal oriented, creative individuals with an entrepreneurial spirit and great communication skills. Harbor Group is dedicated to outstanding customer service and providing exquisite living experience for our residents.


Payroll Specialist


Job Title: Payroll Specialist

Division: Corporate

Status: Non-Exempt

JOB SUMMARY: We seek a motivated and enthusiastic individual to join our team as a Payroll Specialist.

ESSENTIAL DUTIES AND RESPONSIBILITIES: These include the following but are not limited to the job specifications contained herein.
• Accurately process multi-state bi-weekly and weekly payroll for 1,500+ exempt and non-exempt associates.
• Collect, audit, and upload monthly, quarterly, and ad-hoc bonuses into the HRIS.
• Review and audit electronic timekeeping records for compliance with established standards; follow up with managers and adjust as needed.
• Review, validate, and process Timesheet Adjustment Forms; verify correct hours, punches, and pay codes; and ensure all approved timesheet corrections are accurately entered into the timekeeping system.
• Prepare weekly and bi-weekly general ledger files, distribute to appropriate departments, and upload them into accounting software.
• Assist in verifying, calculating, and processing wage attachments in accordance with federal, state, and local laws.
• Enter and/or review employee submitted payroll data changes within the HRIS; notify appropriate parties; create and maintain required payroll files.
• Manage all employee tax and direct deposit functions, including verifying and approving tax forms (W-4, state withholding forms), processing direct deposit setups and changes, and resolving all employee inquiries related to taxes and direct deposits.
• Respond to associate questions and concerns related to payroll with professionalism, accuracy, and clarity.
• Assist in setting up new income and deduction codes within the HRIS.
• Generate monthly and ad hoc reporting for corporate and operational departments, including support for annual budget processes and audit requests.
• Complete unemployment processing for payroll related components, including wage verification and timely response to state agency requests.
• Open, review, and distribute incoming payroll related mail to ensure timely handling of state notices, garnishments, unemployment documents, and other compliance materials.
• Create and complete all check requests, partnering closely with Accounts Payable and Treasury to ensure accurate processing, proper approvals, and timely disbursement.
• Work with multi-state payroll requirements, including complex jurisdictions such as CA, CO, NY, and additional states as assigned.
• Ensure compliance with company procedures and federal, state, and local legal requirements.
• Proactively audit payroll data to maintain accuracy and data integrity within the HRIS.
• Collaborate with managers and employees to resolve discrepancies, provide guidance on payroll processes, and support continuous improvement.
• Assist the Payroll Director, Payroll Supervisor, and other payroll team members as needed to support departmental operations, special projects, and high volume processing periods.

QUALIFICATIONS:
• Associate degree or an equivalent combination of education and experience required.
• Minimum of 2+ years of multi-state payroll processing experience preferred.
• Strong understanding of federal, state, and local payroll regulations, including complex jurisdictions such as CA, CO, and NY.
• Working knowledge of payroll tax at the federal, state, and local levels.
• Extensive experience with cloud based payroll systems; Dayforce experience is strongly preferred.
• Advanced Microsoft Excel skills, including VLOOKUP/XLOOKUP, pivot tables, data validation, and auditing formulas.
• Strong understanding of payroll best practices and proficiency in technical aspects of financial and accounting recordkeeping.
• Ability to analyze pay discrepancies, troubleshoot payroll issues, and resolve errors efficiently.
• Exceptional attention to detail and accuracy, especially in high volume environments.
• Strong problem solving, decision making, and analytical skills.
• Ability to work independently and collaboratively within a team.
• Strong organizational and time management skills with the ability to meet strict deadlines and manage shifting priorities.
• High degree of professionalism with strong interpersonal, verbal, and written communication skills.
• Ability to handle confidentia