Senior Payroll Specialist

Company Overview

Established in 1929, Heinen’s is a leading, family-owned grocery retailer known for its premium-quality products and outstanding customer service. Now in its fourth generation of family leadership, Heinen’s operates 23 locations – 18 in the Cleveland, Ohio area and 5 in the Chicago, Illinois market – supported by two distribution warehouses, a food production facility, and a corporate office located in Warrensville Heights, Ohio.

Our culture is rooted in an associate-first philosophy, placing a strong emphasis on the well-being, development, and quality of life of every team member. We offer competitive compensation, professional development and leadership training programs, paid time off, and flexible scheduling designed to promote a healthy work-life balance.

Job Summary

The Senior Payroll Specialist is responsible for accurate and timely payroll processing and provides specialized support for assigned stores and locations. This role oversees complex payroll transactions, employee changes, payroll accounting, reconciliations, union administration, retirement plan transactions, and compliance activities.

The Senior Payroll Specialist serves as a key resource for Payroll, Finance, Human Resources, store leadership, and external partners, researching and resolving payroll issues while maintaining confidentiality, accuracy, and compliance with established processes and deadlines.

Key Responsibilities

Payroll Administration

• Process payroll accurately and timely in accordance with established schedules, policies, and procedures.
• Manage payroll activities for assigned stores, including new hires, employee status changes, deductions, and other payroll transactions.
• Review employee information for accuracy and completeness and resolve discrepancies prior to payroll processing.
• Process third-party sick pay and other complex payroll transactions.
• Respond to and resolve payroll inquiries and serve as a subject matter expert for assigned processes.
• Maintain confidentiality of sensitive employee and payroll information.

Payroll Accounting & Reconciliations

• Perform payroll-related account reconciliations and analyze reports to identify discrepancies or unusual activity.
• Research and resolve reconciliation differences and outstanding balances.
• Prepare payroll-related general ledger journal entries and partner with Finance to ensure accurate accounting.
• Maintain appropriate documentation and audit support.
• Union & Retirement Plan Administration
• Coordinate union billing activities, including reviewing invoices, reconciling deductions, and resolving discrepancies.
• Process and reconcile 401(k) deductions and loan payments and coordinate with Fidelity and internal partners to resolve issues.
• Maintain accurate records and documentation related to union and retirement plan activities.

Store & Business Partner Support

• Partner with store leadership and Human Resources to ensure employee transactions are submitted and processed accurately and timely.
• Provide guidance on payroll processes, deductions, employee transactions, and related questions.
• Coordinate with internal teams and external vendors to research and resolve payroll issues.
• Compliance & Process Improvement
• Support payroll-related escheatment activities, including researching outstanding payments and providing required documentation.
• Identify opportunities to improve payroll processes, reporting, controls, and efficiency.
• Assist with payroll procedures, documentation, training, and knowledge sharing.
• Identify opportunities to streamline or automate processes while maintaining appropriate controls.

Qualifications

• Associate or bachelor's degree in Accounting, Business, Human Resources, or a related field preferred; equivalent experience considered.
• 3–5 years of progressive payroll experience, preferably in a high-volume, multi-location environment.
• Strong knowledge of payroll processing, accounting, reconciliations, and general ledger processes.
• Experience with payroll/HRIS systems and Microsoft Excel.
• Union payroll or collective bargaining experience strongly preferred.
• Strong analytical, organizational, problem-solving, and communication skills.
• Ability to independently research and resolve complex payroll issues.
• Strong attention to detail and ability to maintain confidentiality.
• Ability to manage multiple priorities and meet strict payroll deadlines.

Heinen’s, Inc. provides equal employment opportunity to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, veteran status, or any other characteristic protected by federal, state or local law