Payroll Specialist (Compliance & Reporting)

Company: Heartland Restaurant Group LLC/ Dunkin’

Location: Forest Hills, PA

Employment Type: Full-Time

Position Summary

The 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 Responsibilities

Payroll 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 information.

Compliance & Reporting

• Ensure adherence to FLSA and compliance with all federal, state, and local wage and hour laws.
• Manage payroll-related compliance reporting, including but not limited to:
• W-2 and year-end payroll reporting
• ACA reporting (1094/1095 forms)
• SUTA and state unemployment filings
• New hire reporting
• Coordinate year-end verification processes, including employee data, earnings and deductions, accruals, and tax rates.
• Assist with internal and external payroll audits and provide required documentation.
• Process and manage Workers’ Compensation claims and support audit requests.
• Handle employment verifications in compliance with company policy and legal requirements.

Systems, 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