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Robert Half Logo Robert Half · Finance

Payroll Specialist

United States, Palo Alto · Job Posted April 19, 2026
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Job Responsibility

  • 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
  • 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)
  • 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
  • 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

  • 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 have

  • Certifications: FPC/CPP, PMP/Lean/Six Sigma, or Workday
  • Hands‑on with Workday Payroll (or similar HCM/Payroll), including business processes and reporting
  • Strong knowledge of U.S. payroll: FLSA, multi‑state rules, taxability, retro calculations, retirement plan eligibility, year‑end forms
  • Experience with Payroll Operations, or Payroll/HRIS Business Analysis

What we offer

  • medical
  • vision
  • dental
  • life and disability insurance
  • company 401(k) plan
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