Payroll Specialist (Compliance & Reporting)

Payroll Specialist (Compliance & Reporting)Company: Heartland Restaurant Group LLC/ Dunkin'Location: Forest Hills PAEmployment Type: Full-TimePosition SummaryThe Payroll Specialist is responsible for the accurate and timely processing of bi-weekly payroll for a large, multi-location workforce while ensuring full compliance with federal, state, and local regulations. This role serves as a key partner to Human Resources, Operations, and Accounting, supporting payroll accuracy, employee data integrity, and required compliance reporting. The ideal candidate is detail-oriented, self-motivated, and experienced in managing payroll in a fast-paced environment.Key ResponsibilitiesPayroll Processing & Administration- Process full-cycle bi-weekly payroll for 1,700+ employees across multiple locations.- Ensure payroll accuracy through reconciliation of payroll summaries, reports, and payroll system data.- Process all new hires, including personal information, tax data, wage details, direct deposit/pay card setup, and new hire checklists.- Process all Personnel Action Forms (PAFs), including compensation changes, promotions, transfers, and terminations.- Track, calculate, and deduct garnishments and payroll deductions, including 401(k) deferrals, benefit premiums, and other withholdings.- Respond to and resolve employee payroll inquiries related to pay, deductions, direct deposits, and pay cards.- Maintain strict confidentiality and protect sensitive payroll and employee pliance & Reporting- u2022 Ensure ongoing compliance with the Fair Labor Standards Act (FLSA) and all applicable federal, state, and local wage and hour laws, including overtime, minimum wage, tip credit, and meal/rest break requirements. u2022 Monitor and maintain compliance with multi-state payroll regulations, including tax withholding, reciprocity rules, and state-specific reporting requirements. u2022 Oversee payroll and tax compliance for both employees and independent contractors, ensuring proper classification and reporting. u2022 Manage payroll-related compliance reporting, including but not limited to: u00a0u00a0o W-2, W-3, and year-end payroll tax reporting u00a0u00a0o 1099 compliance and reporting, including collection and validation of W-9s, tracking payments to independent contractors, and preparation and filing of 1099-NEC and applicable state forms u00a0u00a0o ACA reporting (Forms 1094-C and 1095-C), including eligibility tracking and data validation u00a0u00a0o Federal, state, and local payroll tax filings and reconciliations u00a0u00a0o SUTA, FUTA, and state unemployment filings and rate management u00a0u00a0o New hire reporting and required state notifications u2022 Review payroll and contractor payment data for compliance risks, discrepancies, or audit flags and proactively resolve issues prior to submission deadlines. u2022 Coordinate and execute year-end payroll processes, including validation of employee demographics, earnings, deductions, accrual balances, tax rates, and contractor records. u2022 Partner with HR, Accounting, and Operations to ensure accurate worker classification (employee vs. independent contractor), job codes, and pay structures in accordance with regulatory requirements. u2022 Support internal and external audits by preparing documentation, responding to audit inquiries, and ensuring timely resolution of findings. u2022 Process and manage Workers' Compensation claims and payroll-related audits; reconcile wage and contractor data as needed. u2022 Handle employment verifications, wage verifications, and agency requests in compliance with company policy and legal requirements. u2022 Stay current on changes in payroll, tax, and independent contractor regulations; recommend process improvements or system enhancements as needed. u2022 Assist with compliance-related investigations, agency notices, and payroll or contractor payment correc ions, including retroactive adjustments when required.u00a0Systems, Coordination & Documentation- Coordinate between Payroll, Human Resources, Accounting, and Operations to ensure accurate employee data flow and timely updates.- Establish and maintain electronic employee personnel files; ensure changes are submitted and processed accurately and on time.- Coordinate payroll system setup for new store locations with the payroll provider.- Work closely with accounting to reconcile monthly benefit invoices and payroll-related accounts.Qualifications & Requirements- Minimum of 3+ years of payroll processing experience; experience processing payroll for a large employee population preferred.- Paycom experience is strongly preferred.- Human Resources experience is a plus.- Working knowledge of payroll compliance, wage and hour laws, and payroll tax reporting.- Associate's degree required; Bachelor's Degree preferred.- Proficiency in Microsoft Office (Excel, Word, PowerPoint).- Strong organizational skills with exceptional attention to detail.- Excellent communication and interpersonal skills.- Ability to manage confidential information with discretion and integrity.- Self-motivated with the ability to work independently and collaboratively in a team environment.- Ability to thrive in a fast-paced, changing environment and manage multiple priorities.Why Join Us- Opportunity to work with a large, growing organization- Collaborative, team-oriented culture- Critical role supporting compliance, accuracy, and employee trust

Created: 2026-01-29