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Payroll Specialist
Job
Robert Half
Menlo Park, CA (In Person)
Full-Time
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Job Description
Description What You'll Do Process Documentation & SOPs + Own the payroll documentation library (SOPs, desk procedures, playbooks, RACI, controls narratives, and process maps). + Create role‑based, step‑by‑step procedures for recurring cycles (regular, off‑cycle, retro, year‑end, bonuses, leaves, etc). + Document Workday flows, upstream/downstream dependencies, and integrations impacting payroll (KRONOS timekeeping, benefits, GL, cash). + Version, review, and publish documents, with clear naming conventions and change history. Controls & Compliance + Define and maintain key controls (preventive and detective) for earnings, deductions, taxes, retirement plans (e.g., 403(b)), and audits. + Partner with Internal Audit/Accounting on control design, walkthroughs, and SOX‑aligned evidence. + Implement and refine checklists and validation steps for pre‑payroll processing, payroll run, reconciliation, and post‑pay cycle activities, including funding requests. + Standardize retro and exception handling (e.g., on‑call, overtime, garnishments, leaves). Quality & Continuous Improvement + Lead process mapping (SIPOC & swimlanes) to identify gaps, risks, and simplification opportunities. + Create QA frameworks and peer review protocols for documentation updates. + Monitor error trends (e.g., retro adjustments, off‑cycles, escalations); recommend fixes and create knowledge articles. Enablement & Change Management + Build quick‑reference guides, decision trees, and training for Payroll Specialists/Payroll Partners. + Coordinate change notes and release communications when Workday configuration/processes change. + Ensure documents are accessible, searchable, and aligned with access controls. Requirements Must‑Haves + 3-5 years experience with Technical writing + Excellent writing skills; able to make complex steps clear, concise, and actionable. + Demonstrated experience writing payroll SOPs and controls documentation. + Proficiency with process mapping (e.g., Visio). Nice‑to‑Haves +