Payroll Specialist

Job Description:

POSITION SUMMARY: The Payroll Specialist is responsible for the accurate and timely administration of wage garnishments, child support orders, tax levies, and other wage attachments in accordance with state and federal regulations. This role ensures legal compliance by reviewing, processing, and responding to wage attachment orders while maintaining strict confidentiality and professionalism in employee communication. The specialist collaborates with government agencies, legal entities, and internal payroll and HR teams to ensure seamless integration of deductions within payroll systems and adherence to all legal mandates. The Specialist will support Les Schwab store personnel in the use of the Les Schwab time keeping system. The Specialist also assists store management personnel with wage cost questions and issues, as well as all employees with tax-based questions. The Specialist will open and finalize payroll cycles, as well as process the Manager Bonus cycle monthly.

PRIMARY RESPONSIBILITIES/FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions/primary responsibilities.

60% -Process wage attachments including garnishments, child support, federal and state tax levies, creditor levies, bankruptcy orders, and wage assignments in compliance with applicable laws and company policies.

Review and interpret legal documents to determine validity, priority, and withholding amounts according to federal and state guidelines (e.g., Consumer Credit Protection Act, IRS Publication 1494, state-specific limits).

Set up and monitor deductions in payroll systems to ensure accurate and timely withholding and remittance to agencies.

Prepare, complete, and submit required documentation to issuing agencies, courts, or legal representatives within established deadlines.

Maintain accurate and complete records of all wage attachment activity, including communications, orders, and payment history.

Communicate directly with affected employees through formal written notification outlining the nature, amount, and schedule of deductions, while addressing questions professionally and maintaining discretion.

Reconcile garnishment and levy accounts regularly to ensure payment accuracy and compliance with outstanding balances.

Collaborate with payroll, HR, and legal teams to ensure consistent policy application and resolve issues efficiently.

Stay up to date on legislative and regulatory changes impacting wage attachments, and proactively adjust processes as needed.

Manage High Volume Wage Attachment Inquiries: Serve as the primary point of contact for a high volume of inbound inquiries related to wage garnishments, child support orders, tax levies, and other wage attachment matters. Respond professionally and accurately to store employees, management, corporate headquarters staff, and external agencies such as state and federal enforcement entities. Provide timely guidance on garnishment calculations, order statuses, and legal compliance. Ensure adherence to all applicable laws including the Consumer Credit Protection Act (CCPA), and maintain confidentiality in all communications.

20% -Final Pay & Adjustments. Responsible for the accurate and timely processing of daily final paychecks and pay period adjustments in accordance with company policies, state regulations, and federal wage and hour laws. This role works closely with Store Management, Human Resources, and other internal departments to resolve complex payroll issues, provide responsive service, and ensure compliance. The specialist will manage a high volume of inquiries and must be able to communicate with clarity, empathy, and professionalism under tight deadlines.

10% - Payroll cycle adjustments and corrections. Review, analyze, and process payroll cycle adjustments including retroactive payments, earnings corrections, missed time entries, and manual calculations. Ensure timely and accurate updates to pay records prior to payroll close deadlines. Collaborate with HR, Store Management, and Timekeeping teams to validate adjustment data. Maintain compliance with federal, state, and local wage and hour laws (including FLSA) and internal audit controls. Document all changes and maintain detailed records to support audit and reporting needs. Utilize payroll and timekeeping systems (e.g., Workday, Kronos, ADP) to enter and verify adjustments with precision. Process the Manager Bonus cycle monthly to include reconciling to Accounting documentation and managing movement of Store Management.

10% -Manage multiple phone calls daily. Answer phone calls and assist employees, Store Management, external agencies and headquarters staff in a respectful and courteous manner.

MINIMUM EDUCATION & SKILLS REQUIRED

Educational/Experience Requirements:

• High school diploma or GED required.
• 5+ years payroll processing experience is required.

Core Technical Skills/Knowledge:

• Proficiency in Google Workspace (Sheets, Docs, Drive), and Microsoft Word preferred.
• Proficiency in Excel preferred.
• Accurate 10-key proficiency.
• High attention to detail and strong numerical accuracy.
• Ability to work independently with limited supervision
• Strong analytical, problem-solving, and organizational skills.
• Ability to interpret financial reports and identify discrepancies.
• Ability to navigate complex scenarios and independently resolve discrepancies.
• Ability to work with highly confidential information

Specialized Payroll Specialist II Technical Skills/Knowledge:

• Proficiency in payroll systems (e.g., Workday, ADP) and timekeeping platforms (e.g., Kronos(UKG)).
• Ability to navigate complex payroll scenarios and independently resolve discrepancies.

• 6+ months experience in Les Schwab Payroll/Accounting systems and processes is preferred.

General Knowledge and Abilities:

• Communication - Ability to communicate clearly and professionally (both verbally and in writing) while ensuring that the quality and content of the message are relevant to the circumstances; ability to be an active-listener; the ability to draft, proofread, and send written communications effectively; the ability and willingness to carefully listen to others by asking appropriate questions and avoiding interruptions
• Adaptability- Willingness to work in an ever-changing environment with the ability to positively adapt to organizational, process, and technology changes.Remaining flexible and effective in response to changing priorities, technologies, regulations, and team needs. Since payroll environments are often fast-paced and deadline-driven, the ability to adjust quickly is essential.
• Service Excellence - Exhibit the willingness to be employee-focused by anticipating and understanding employees' needs; collaborate with them to reach a suitable solution; then consistently meet and deliver on those expectations.
• Teamwork - The ability to establish and maintain rapport, interact comfortably, and work well with co-workers. This includes cooperating, being supportive of others, willingly helping others, considering others’ ideas and opinions, sharing information, giving proper credit, and fulfilling team responsibilities.
• Analytical Skills - Identifying Pay Discrepancies, Verifying Payroll Compliance, Audit and Reconciliation tasks, Evaluating Payroll Trends and Patterns, Supporting Data-Driven Decision-Making.
• Initiative - Proactively identifying and resolving Issues. Notices discrepancies in payroll data or timesheet submissions and takes steps to research and correct them before they impact paychecks.Follows up with managers or employees to clarify missing or inaccurate information instead of waiting for a correction request.Following through without prompting, and taking ownership of learning.
• Leadership -A Payroll Specialist II can demonstrate leadership by taking ownership of their responsibilities, ensuring payroll processes are executed accurately and on time, and being a reliable resource for both peers and internal stakeholders. They lead by example through consistent adherence to company policies, attention to detail, and maintaining confidentiality. When working with store personnel, HR, or management, they provide clear guidance on payroll issues, helping others understand complex wage or deduction scenarios. Additionally, they may identify opportunities for process improvement and take initiative to streamline tasks or share knowledge with new team members, contributing to a more efficient and cohesive payroll operation.

Physical Requirements:

Primarily sedentary position; frequently required to sit, occasionally required to stand, walk, stoop, kneel, and bend. Requires frequent and repetitive use of hands and fingers to operate computer, mouse, keyboard, and office related equipment and the ability to reach with hands and arms. The employee may occasionally lift up to 20 pounds. Specific vision abilities required by this job include close visual acuity and the ability to adjust focus. Requires the ability to communicate verbally and exchange information over the phone and in person.

Work Environment:

Office, non-manual work; the worker is not substantially exposed to adverse environmental conditions.

For full time positions after eligibility criteria are met, benefits include:

• Quarterly Bonus

• Medical, dental, vision, and life insurance

• Company-funded retirement plan

• Paid time off

• Short- and long-term disability

• Employee discount

• Tuition Assistance

Benefits are subject to change at any time and governed by plan documents and Company policy. Higher minimum wage applies in applicable locations.

This job description is not all inclusive and is subject to change. Additional duties, responsibilities, and tasks may be assigned, as necessary. Employment remains “AT WILL” at all times.