Payroll Specialist

Job Description and Responsibilities

THE OPPORTUNITY

At Sunstates Security, payroll is not a back-office function. It is a weekly promise to every guard, every officer, and every employee across the country that the work they did will be paid for, accurately and on time. The Payroll Specialist is a hands-on resource who helps coordinate weekly payroll for roughly 7,500 employees across multiple states, contracts, and pay rules.

This is a high-volume, high-visibility role built on our core values of Honesty, Integrity, and Trust. If you enjoy solving payroll issues, guiding others, keeping work organized, and helping an operation run accurately under strict deadlines, this role was built for you.

GENERAL PURPOSE OF JOB

The Payroll Specialist supports accurate, timely, and compliant payroll processing for Sunstates Security’s multi-state workforce. This individual contributor is responsible for reviewing payroll and timekeeping data, processing employee changes and payroll adjustments, resolving discrepancies, and maintaining accurate records in accordance with established policies and controls. Working under the direction of Payroll Management, the Specialist partners with internal departments to address payroll inquiries, protect confidential information, and ensure employees receive accurate pay on time. This role serves as the point of contact for the field management team and responsible for escalating concerns to Payroll Lead.

KEY RESPONSIBILITIES

Payroll Operations & Execution

• Actively participate in the end-to-end weekly payroll cycle for approximately 7,500 employees, including same-day processing when needed.

• Review payroll transactions for accuracy and completeness and help ensure payroll is processed accurately and on time across multiple states, jurisdictions, contracts, and employee populations.

• Process and review payroll corrections, off-cycle payments, adjustments, final pay, and special payroll transactions.

• Support and review compensation changes, client bonuses, deductions, PTO, and updates tied to contract changes, and employee status changes.

• Coordinate daily payroll workflow, monitor deadlines, assist with workload distribution, and provide coverage for payroll processes during absences or periods of increased volume.

Employee Lifecycle & Compliance

• Review payroll onboarding, employee payroll setup, and payroll-related employee changes for accuracy throughout the employee lifecycle.

• Review final pay requirements and assist with ensuring payments are processed within applicable state deadlines; support PTO administration and statutory payroll requirements.

• Support multi-state payroll compliance.

• Assist with payroll tax setup and employee tax-related issues as needed, and escalate significant compliance concerns or payroll risks to Payroll Lead.

Controls, Audits & Accuracy

• Review payroll control reports and payroll data for accuracy and completeness.

• Identify payroll and timekeeping discrepancies, coordinate corrections with Operations and other departments, and help ensure established controls are consistently followed.

• Identify recurring errors, trends, or process gaps and recommend improvements that strengthen accuracy and reduce repeat issues.

• Assist with maintaining SOPs, payroll procedures, and process documentation and help reduce key-person dependencies across the team.

Process Improvement & Partnership

• Identify opportunities to improve payroll accuracy, efficiency, consistency, and team effectiveness and bring recommendations to Payroll Lead and Management.

• Participate in payroll system testing, upgrades, implementations, automation efforts, and process improvements.

• Partner with Operations, Human Resources, Finance, Benefits, and other departments to resolve payroll issues and communicate payroll requirements and deadlines.

• Support audits, acquisitions, special projects, and other initiatives affecting payroll.

WHAT SUCCESS LOOKS LIKE

The Payroll Specialist consistently completes assigned payroll responsibilities accurately and on time, helping ensure employees receive correct pay each week. Success means payroll and timekeeping data are reviewed carefully, discrepancies are researched and resolved promptly, established procedures and controls are followed, and records are complete and accurate. The Specialist provides responsive support to employees and field management, protects confidential information, supports team coverage when needed, and escalates complex issues or potential risks to the Payroll Lead before they affect employees. This role contributes to reliable payroll processing without responsibility for team oversight or department management.

Job Requirements

QUALIFICATIONS

• 5+ years of progressive payroll experience, preferably in a large, high-volume, multi-state environment.

• Strong working knowledge of payroll processing, timekeeping, deductions, final pay, payroll adjustments, wage and hour requirements, and multi-state payroll.

• Experience reviewing payroll controls, reconciliations, variance or exception reporting, and payroll data for accuracy.

• Strong analytical and problem-solving skills, advanced attention to detail, and strong payroll technology and Excel capabilities.

• Ability to coordinate multiple priorities and strict deadlines in a high-volume environment, with strong written and verbal communication skills.

• Demonstrated ability to train, guide, and support payroll team members while maintaining sensitive and confidential information with professionalism and discretion.

OUR VALUES, IN THIS ROLE

Honesty means when something is wrong, you surface it and help get it corrected. Integrity means payroll and employee data is reviewed carefully and established processes are followed every time. Trust means the Payroll Leadership team can rely on this Specialist for sound technical guidance, dependable coverage, and consistent follow-through—and 7,500 employees can continue to count on accurate, on-time pay.

ADDITIONAL INFORMATION

The responsibilities and qualifications above describe the general nature and level of work performed by the Payroll Specialist and are not an exhaustive list; responsibilities may be modified based on business needs. Sunstates Security is an Equal Opportunity Employer committed to providing equal employment opportunities in accordance with applicable federal, state, and local laws.

Additional Information

The responsibilities and qualifications outlined above are intended to describe the general nature and level of work performed by the Payroll Manager and are not intended to be an exhaustive list. Responsibilities may be modified or expanded based on organizational and business needs.

Sunstates Security is an Equal Opportunity Employer committed to providing equal employment opportunities in accordance with applicable federal, state, and local laws

Benefits

Industry-leading employee benefits that include weekly pay, 401k savings plan with a company match, affordable medical, dental & vision benefits, paid time off, tuition reimbursement, and more – available for qualified candidates!