Payroll Specialist

About the Role

Claire’s Essentials LLC is hiring for a Payroll Associate at our Rosemont, IL location. The Payroll Associate is responsible for the accurate and timely processing of multi-state payroll. This role serves as the primary administrator for payroll processing and supports key human resources programs, ensuring accurate transactions, compliance with established procedures, and excellent service to employees and managers., ensuring compliance with all applicable federal, state, and local regulations while maintaining the integrity of payroll, HRIS, and employee data.

The ideal candidate is highly organized, detail-oriented, and able to manage confidential information while providing exceptional service to employees and internal stakeholders. This position partners closely with Operations, Human Resources, Finance, and business leaders to ensure efficient payroll and positive employee experience.

Key Responsibilities

Payroll Administration:

• Process weekly payroll for exempt and non-exempt employees across multiple business units and states.
• Ensure accurate calculation and processing of wages, overtime, and other earnings.
• Review and audit payroll data for accuracy, completeness, and compliance with company policies and applicable laws.
• Coordinate the timely collection and validation of time and attendance information.
• Maintain payroll records and employee payroll data within the HRIS and payroll systems.
• Process employee payroll-related changes, including direct deposits, tax withholding elections, deductions, and earnings adjustments.
• Administer wage garnishments, child support orders, tax levies, and other involuntary deductions.
• Process special payroll runs, off-cycle payments, bonus payments, and other payroll-related transactions as required.
• Respond to employee inquiries regarding pay, deductions, tax withholding, and payroll-related matters.
• Investigate and resolve payroll discrepancies in partnership with Human Resources, Operations, Accounting, and management.
• Other tasks as assigned.

Payroll Compliance and Reporting:

• Support compliance with federal, state, and local payroll regulations and reporting requirements.
• Support payroll tax filings and audits, including periodic, quarterly, and annual reconciliations.
• Assist with payroll tax reporting and related government filings in accordance with established procedures.
• Provide payroll-related data and reporting for financial audits, tax compliance, and business reporting needs.
• Follow established internal controls, accounting policies, and Sarbanes-Oxley (SOX) procedures.
• Support internal and external audits by providing requested payroll documentation and reports.

Reporting, Process Improvement, and Other Responsibilities:

• Prepare routine and ad hoc payroll reports.
• Recommend process improvements to enhance payroll efficiency and accuracy.
• Maintain payroll procedures and documentation and assist with updates as needed.
• Serve as a resource to employees and managers regarding payroll administration.
• Assist with other projects or duties as needed or assigned.

Qualifications

• Associate degree in Accounting, Finance, Human Resources, Business Administration, or a related field preferred.
• Equivalent combinations of education and experience will be considered.
• 2+ years of payroll processing and/or HR administrative experience required.
• Processing payroll in a multi-location or multi-state environment preferred.
• Experience with HRIS and payroll systems required; UKG Ready/Kronos experience preferred.
• Strong knowledge of payroll regulations, wage and hour laws, payroll taxation, and compliance requirements.
• Ability to maintain strict confidentiality and handle sensitive employee information with discretion.
• Exceptional attention to detail and commitment to accuracy.
• Strong organizational skills with the ability to prioritize multiple tasks and meet critical payroll deadlines.
• Excellent analytical and problem-solving abilities.
• Effective verbal and written communication skills with the ability to interact professionally at all levels of the organization.
• Ability to explain payroll processes clearly to employees and managers.
• Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint.
• Ability to work independently and collaboratively in a fast-paced environment.
• Commitment to continuous improvement and process optimization.