Payroll Specialist

About Us:

Trilliant Food & Nutrition is a leading manufacturer of premium coffees and powdered beverages, proudly headquartered in Little Chute, Wisconsin. With a legacy rooted in quality, innovation, and service, Trilliant delivers branded and private label solutions across retail, foodservice, and e-commerce channels.

Horseshoe Beverage Company, based in Neenah, WI, is a leading ready-to-drink beverage manufacturer dedicated to delivering an exceptional beverage experience. By combining industry-leading talent and cutting-edge equipment, we drive innovation and consistently deliver the highest quality products to our customers-first and fast.

Our brand portfolio includes Victor Allen's, Dutch Bros beverages and Nurri, our better-for-you protein beverage line. We are passionate about beverages - and about building a team that's just as energized. We invite you to explore opportunities at Trilliant or Horseshoe, to see if your talents and career aspirations may fit with our openings.

Our Core Values:

Position Overview:

The Payroll Specialist owns end-to-end payroll processing and compliance for the organization, from pre-payroll data validation through post-payroll accounting and year-end close. This role partners closely with Finance, HR, and outside vendors to ensure accurate, timely, and compliant payroll delivery, supports payroll-related audits and reporting, and serves as a key point of contact for garnishments, benefits contributions, and tax administration. The Payroll Specialist directly supervises the Payroll Coordinator.

Responsibilities:

Team Leadership

* Directly supervise the Payroll Coordinator, including performance management, coaching, and development.

* Review and approve timesheet management work completed by the Payroll Coordinator prior to payroll processing.

* Serve as the escalation point for timekeeping exceptions the Payroll Coordinator cannot resolve.

* Set priorities and workload for the Payroll Coordinator during payroll close and peak periods.

Pre-Payroll Processing

* Review and process federal and state tax withholding approvals and setups.

* Review timesheet data compiled by the Payroll Coordinator and resolve escalated exceptions prior to processing.

* Administer extra pay features, back pay calculations, and non-discretionary pay calculations.

* Reference offer letters, job changes, and pay increases for payroll system accuracy.

* Notify and train new supervisors on timesheet approval processes.

* Process child support orders, medical support orders, garnishments, and wage levies, including related calculations.

* Calculate and apply employer contributions for missed retirement contributions.

Payroll Processing

* Take finalized timesheet data from the Payroll Coordinator through bi-weekly payroll preparation.

* Complete payroll preparation, batch uploads, and manual entries.

* Run payroll reports and close/finalize each payroll cycle.

* Process off-cycle bonus payrolls (e.g., annual bonus and group bonus payrolls).

Post-Payroll & Accounting

* Process HSA contributions following payroll finalization.

* Prepare payroll and payroll accrual journal entries.

* Support month-end bank reconciliation of payroll transactions and related journal entries.

* Report headcount movement for investor and management reporting.

Year-End Processing

* Process adjustments and corrections to the final payroll of the year.

* Coordinate W-2 processing and W-2C corrections with the payroll/HRIS vendor.

Audit & Compliance

* Pull YTD payroll registers and calculate 401(k) true-up.

* Support the annual 401(k) benefit audit, including Form 5500 preparation with outside auditors.

* Review earning code, deduction code, and tax code setup; deactivate codes no longer needed.

* Support open enrollment by verifying dependents on medical support orders carry over correctly.

* Pull ad hoc reports and support IRS audits, including government mandated audits.

Reporting

* Prepare recurring headcount, gainshare, SG&A allocation, and census reports.

* Pull and file quarterly Form 941s.

* Fulfill ad hoc reporting requests from Finance and HR stakeholders, including headcount, insurance, workers' compensation, payroll taxes by EIN/state, R&D audit support, bonus payroll registers, budgeting data, bank audits, and billing.

* Prepare PTO accrual, severance, and bonus accrual reporting.

* Report on perfect attendance, direct vs. indirect labor, bonus percentages, FTE counts, and detailed hours.

* Track employee count movement and timesheet approval history.

Budget & Forecasting

* Participate in monthly headcount planning meetings and provide anticipated headcount data.

* Maintain the annual SG&A budget spreadsheet.

* Maintain and update the bonus tracking file.

Systems, Vendors & Projects

* Support HRIS evaluation, demos, and optimization projects.

* Reconcile outstanding checks and determine void/reissue actions post payroll.

* Participate in Pay Calc 2.0 and P-Card implementation project meetings.

* Load annual holiday schedules into the HRIS.

* Process annual salary and hourly pay increases.

* Update cost centers in the HRIS as needed.

* Maintain account access and system administration for payroll-related platforms.

Employee & Vendor Correspondence

* Respond to employee inquiries regarding personal and payroll matters.

* Process garnishment notifications and related correspondence.

* Manage Alerus retirement plan correspondence, including contribution validation, new loans, defaulted loans, loan payoffs, overpayments, and required action items.

Qualifications:

* At least 7 years of multi-state payroll processing and compliance.

* Journal entry preparation and general ledger knowledge.

* HRIS systems experience (e.g., UKG, ADP, or similar).

* Experience supporting employee relations in a manufacturing environment, including timesheet analysis.

* Intermediate to advanced Excel proficiency.

* Strong data analysis and payroll accounting skills.

* Solid payroll tax knowledge.

* High attention to detail and ability to maintain confidentiality.

* Strong customer service, communication, and problem-solving skills.

* Demonstrated ability to identify and drive process improvements.

* Associate's degree in Accounting, Finance, Business, or related field required; Bachelor's degree preferred.

* Certified Payroll Professional (CPP) certification preferred.

* Accounting coursework preferred.

Hours, Location and Pay:

We offer a competitive base pay rate and benefits package for full-time employees. This role works standard business hours Monday - Friday at our Little Chute, WI manufacturing facility. Additional hours as needed to support business needs.

Physical and Mental Demands:

* While performing the duties of this job, the employee is frequently required to sit, hear, use hands to type data, use a personal computer and telephone. This employee may occasionally have to operate business machines and lift and/move up to 50 pounds.

* Specific vision abilities required in this job include close vision and the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

* Mental demands include multi-tasking, decision making, problem solving, comparing, copying, computing, compiling, analyzing, coordinating, and synthesizing data.

* Potential for exposure to chemicals, heights, loud noises, mechanical equipment, wet environments, and other potential hazards exists.

Safety Statement:

At Trilliant and Horseshoe, safety is every employee's first responsibility. We expect all employees to adhere to all safety practices, have the moral courage to stop other individuals from performing unsafe acts, and immediately report unsafe conditions.

Disclosures:

* The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

* Responsible for following food safety/regulatory policies and procedures, executing responsibilities as identified in standard operating procedures, and reporting food safety/regulatory concerns to the Production or Quality Manager.

* Trilliant Food & Nutrition and Horseshoe Beverage Company are Drug Free Workplaces. All applicants are subject to a drug screen and background check as a condition of employment.

* Trilliant Food and Nutrition and Horseshoe Beverage participate in the E-Verify process.

* EEO/AA including Vets and Disabled

* If you need a reasonable accommodation for any part of the employment process, please contact us by email at HR@trilliantfood.com and let us know the nature of your request and your contact information.

* Trilliant Food and Nutrition and Horseshoe Beverage are Equal Opportunity Employers.

* The principles of the OECD and UN have been taken into consideration and used as guidance in our human rights practices and procedures.