Payroll Specialist

Payroll Specialist

Location: Mesa, Arizona
Department: Finance
Reports To: Controller
Employment Type: Full‑Time, Non‑Exempt

About the Role

We’re seeking a detail‑oriented Payroll Specialist to own end‑to‑end payroll operations for our mid‑size engineering firm. You will manage Deltek Vantagepoint time collection and process payroll through ADP (e.g., ADP Workforce Now) with a relentless focus on accuracy, compliance, and an excellent employee experience. The ideal candidate understands the nuances of project‑based professional services (billable labor, prevailing wage where applicable, certified payrolls), multi‑state payroll and fringe benefits reporting. Additionally, the individual will assist with the monthly billing process to communicate with project managers, create and send invoices to clients.

Key Responsibilities

Process bi‑weekly payroll using ADP for 250 - 280 employees (majority of 2 states, but total of 16 states); validate earnings, taxes, deductions, and net pay.

Reconcile payroll previews to final registers; resolve variances prior to submission.

Process off‑cycle checks, retro pay, bonuses, gross‑ups, and terminations (final pay timing by state).

Manage garnishments, levies, and child support orders; coordinate with ADP as needed.

Administer Deltek Vantagepoint timesheets: calendar setup, pay periods, accrual rules, timesheet validation, correction workflows, and manager approvals.

Monitor timesheet compliance, resolve missing/late entries, and enforce company policy and contract requirements (e.g. prevailing wage and certified payroll).

Communicate with project managers to address labor coding and cost allocations.

Maintain compliance with federal, state, and local wage and hour laws (overtime, meal/rest, final pay, pay statements).

Support payroll tax filings (in partnership with ADP), including registrations for new states/jurisdictions.

Prepare recurring payroll reports (labor distribution, tax summaries, headcount, 401(k) census, PTO liability).

Assist with year‑end (W‑2/W‑2C), audits (external, 401(k), workers’ comp), and internal controls documentation.

Reconcile benefit deductions (medical, dental, vision, FSA/HSA, life, LTD/STD) and retirement plan contributions; resolve discrepancies with brokers/TPAs.

Coordinate with Accounting on GL interfaces, payroll journal entries, and payroll account reconciliations.

Support HR onboarding/offboarding (I‑9/E‑Verify routing, tax forms, direct deposit, pay profiles).

Maintain SOPs/playbooks; drive automation and accuracy improvements across Deltek and ADP.

Provide timely, professional support to employees and managers; maintain strict confidentiality.

Qualifications

2–5+ years of hands‑on payroll experience in a professional services/AEC or multi‑entity environment.

Proficiency with ADP (e.g., Workforce Now) and Deltek Vantagepoint (Time) preferred.

Working knowledge of multi‑state payroll, wage & hour rules, and pre/post‑tax deductions.

Strong Excel skills.

High attention to detail, deadline driven, and customer‑service mindset.

Associate’s or Bachelor’s degree in Accounting, Finance, HR, or related field preferred (or equivalent experience).

Certifications (preferred): FPC or CPP (APA), ADP WFN training, Deltek Vantagepoint Time & Expense training.

Core Competencies

Accuracy & Compliance

Analytical Problem Solving

Confidentiality & Integrity

Communication & Stakeholder Management

Process Documentation & Continuous Improvement

Time Management in Deadline‑Driven Cycles

Tools & Systems

Payroll: ADP Workforce Now (or ADP system used), ADP Reporting

Timekeeping: Deltek Vantagepoint (Time & Expense, workflows)

Productivity: Microsoft Excel, Teams, SharePoint, Outlook

Accounting/GL: Deltek reports and journal interface experience (nice to have)

Compensation & Benefits

Bonus eligibility: Yes

Benefits: Medical, dental, vision, 401(k) with match, paid time off, holidays, parental leave, professional development.

EPS Group is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.  We offer a competitive salary and bonus program, a wide range of benefits including 401(k) with employer match, advancement potential, and the opportunity to become an integral part of a highly respected firm.