Job Description

KTA is seeking a Payroll Specialist to join our corporate team in a hybrid role based in Boston, MA or Virginia. This position is responsible for supporting accurate and timely payroll processing while ensuring compliance with company policies and regulations. The salary range for this role is $70,000-$75,000 annually, with a competitive benefits package that includes 401(k) company match. Occasional travel is required.

Knowledge and Experience:

• Perform payroll processes according to daily check lists.
• Manage workflow to ensure all payroll transactions are processed accurately and timely.
• Review payroll prior to transmission and reconcile to system generated reports.
• Understanding of taxation and employer paid benefits.
• Process special payments and allowances, benefits deduction adjustments, union dues deductions and payments.
• Process accurate and timely biweekly, quarterly, and year-end reporting when necessary
• Develop ad hoc financial and operational reporting as needed.
• Prepare off-cycle payments via instant check or pay card.
• Respond to payroll inquires.
• Maintain accurate records and prepare reports.
• Resolve issues and answer payroll-related questions.
• Collaborate with other divisions/unions daily.
• Update 401k deferrals/loans
• Upload 401k contributions to plan administrator post-payroll processing.
• Process union payments and reporting weekly/monthly.

Key Accountabilities:

Strategy & Governance

• Ability to communicate effectively and maintain the highest level of company
• Manage payroll partnerships and provide support as the main point of contact for assigned locations.
• Hold biweekly meetings and direct working sessions with assigned locations (local HR) on past and future matters, proactively communicating deadlines leading up to payroll processing.
• Run reports to verify payroll totals against time and attendance totals for accuracy.
• Review payroll data, analyze and evaluate pay records to ensure compliance with policies and procedures ensuring timely and accurate payrolls for all employees.
• Responsible for creating final payroll reports for each location post-payroll processing.
• Prepares special reports for management, subpoena of records, and audits.
• Maintains payroll and related records for audit and control purposes.
• Coordinate with local unions on union dues withholding and reporting of payments.
• Resolves payroll discrepancies received from location in a timely manner.
• Prepares final pay for terminated employees per local and CBA requirements.
• Provides payroll information by answering questions from locations.
• Maintains payroll processes by following policies and procedures, reporting needed changes for increased efficiency.
• Maintains employee confidence and protects payroll operations by keeping information confidential.
• Other duties as assigned.

Business Processes

• Work independently under the direction of Payroll Manager, collaborating with other Payroll Specialists within the Payroll Team.
• Cross train to provide back up and support to other Payroll Specialists, and in some cases, Payroll Manager within the Payroll Team.
• Complete biweekly payroll processing in a timely manner and in accordance with CBA – collective bargaining agreements, policies, and
• Develop systems to process payroll efficiently, using daily check lists.
• Ensure compliance with applicable laws and payroll tax
• High level of expected collaboration with Local Human Resources, Local Payroll (designee), Corporate Time & Attendance, Finance, Benefits, and HRIS.
• Maintain accurate records and prepare
• Resolve issues and answer payroll-related
• Provide post-payroll analysis for key performance indicators.

Reporting

• Reporting and audit of biweekly pre-check audit reports.
• Preparation of final payroll output reports for location.
• Ad hoc requests.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of the job. Reasonable accommodation may be requested to enable individuals with disabilities to perform the essential functions.

All roles may entail, to varying extents, the following physical demands:

• Long periods (potentially exceeding 8 hours per day) of walking, standing, sitting, bending, pushing, pulling, climbing, lifting, balancing, stooping, twisting, squatting, handling materials, repetitive hand-wrist motions, and traversing uneven surfaces;
• Exposure to both extreme heat and cold;
• Exposure to loud noises, fumes, and airborne particles;

In addition to the above demands inherent in every role, the following roles may entail unique physical demands, including:

• Operators/Drivers may work inside or outside vehicles and may operate vehicles for over 8 hours per day.
• Operations Supervisors and Managers may split their work between an office setting looking at a computer screen/electronic device and active transit field locations driving in a vehicle.
• Maintenance Employees may be exposed to toxic or caustic chemicals in a ventilated maintenance shop and may work with personal computers, laptops, electronic hand-held devices, complex electrical schematics, diagnostic software and testing devices, and other heavy machinery.
• Office Staff may work indoors in air-conditioned or well-ventilated facilities, including offices and cubicle spaces equipped with a telephone and computer and may entail typing or looking at a computer screen.

Additional Statements:

• Drug screening: Pursuant to Department of Transportation regulations, employment for safety-sensitive positions will be contingent upon passing a pre-employment drug screen and a physical examination. Keolis maintains a drug-free workplace. Employment will also be contingent upon completion of a background check consistent with applicable federal, state, and/or local laws.
• Safety commitment: Safety is a way of life at Keolis. By placing safety first, we ensure the wellbeing of our employees, customers, and communities. Together we can become the safest transportation company in the world.
• Environmental commitment: Keolis is committed to protecting the environment by minimizing the impact of our operations on the communities where we operate.
• EEO statement: Our policy is to afford Equal Employment Opportunity to qualified individuals regardless of their race, color, sex, religion, age, creed, marital status, national origin, ancestry, physical or mental disability, sexual orientation, pregnancy status, genetic information, veteran status, gender identification, or any other status protected by applicable law. If you require a reasonable accommodation to participate in the application or interview process, please contact KTA-HR@keolisna.com. Keolis complies with federal and state disability laws and provides reasonable accommodations to qualified applicants.
• Work authorization: “Applicants must be authorized to work in the United States. Keolis does not sponsor visas for this position”
• Disclaimer and closing statement: The above statements are intended to describe the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of employees assigned to this job. Keolis is committed to offering our employees competitive compensation and benefits, opportunities for development and growth throughout an exciting and rewarding career, and the safest work environment possible.