Payroll Specialist - Portland

Hampton Lumber is a thriving family-owned company aspiring to be North America's preferred source for responsibly-sourced wood solutions. Headquartered in Portland, Oregon, we operate nine sawmills in Western Oregon, Washington, and British Columbia. We also manage timberland and operate a wholesale and import/export division.  

Our mission is to grow, manufacture, and market renewable wood products and deliver innovative solutions for a more sustainable built environment. At Hampton Lumber, we accomplish this through our own operations as well as those of our affiliates—Trapa Forest Products, Idaho Timber, and RedBuilt. Our tagline, "Find a better way every day," encapsulates our commitment to innovation and improvement across all operations.
 

We are guided by our core values: 

• Safety – Prioritize safety across all operations.
• Integrity & Authenticity – Operate honestly and ethically while preserving our distinctive family-owned brand.
• Responsible Stewardship – Endeavor to balance and maintain economic, social, and environmental values in everything we do.
• Tenacity – Embrace challenges with grit, determination, and a can-do spirit. 
• Continuous Improvement – Strive to enhance our processes, products, and people.
• Customer Satisfaction – Be nimble, responsive, and solutions-oriented.
• Community Engagement – Be a responsive, supportive, and respected member of the community.

With over 80 years in the sawmill business, we are proud to have cultivated the knowledge and experience needed to grow and prosper, even in challenging times.  We always look to the future and invest in our people, new technologies, and continuous improvement processes and techniques. 

The Payroll Specialist will be based in the Portland, OR office and will report directly to the Payroll & HRIS Manager.  The Payroll Specialist is responsible for the accurate, timely, and compliant processing of complex multi-state payrolls, with primary ownership of hourly payroll operations and involvement in incentive, commission, and off-cycle payrolls. This role serves as a key resource for payroll processes, compliance, and audits, and provides day-to-day support to employees, supervisors, HR, and Finance.

The Payroll Specialist plays an important role in payroll controls, audit readiness, documentation, and cross-training, and works closely with Payroll, HR, and Finance teams to support payroll accuracy, regulatory compliance, and continuous process improvement.

• Substantial company-paid assistance for Medical and Dental insurance premiums; mental health coverage; cost effective co-pays and deductibles
• 401(k) with 5% annual company contribution and generous company matching contributions vested over three years
• Paid time off, including eight paid holidays
• Opportunity to earn bonuses
• Employee wellness program that includes free counseling sessions, financial and legal guidance, and more
• Opportunities for paid training to support career advancement and personal development

Detailed responsibilities will include, but are not limited to:

Payroll Processing & Administration

• Process end-to-end payroll for hourly employees, including timesheet validation, earnings calculations, deductions, and payment processing
• Prepare and process off-cycle, manual, final, commission, production bonus, STIP bonus, deferred compensation, and incentive payrolls
• Prepare miscellaneous pay items and submit entries through Pending Pay
• Process voids and reissues of payroll checks as needed
• Process and administer all payroll garnishments and wage attachments, ensuring accurate deductions, timely responses, and compliance with federal, state, and local requirements
• Maintain garnishment records and coordinate with employees, agencies, and third-party vendors regarding garnishment-related matters
• Assist with salary payroll processing through cross-training

Time & Attendance

• Review, verify, create, reset, and distribute employee timesheets
• Send timesheet reminders and notifications for hourly and salaried employees
• Support the successful implementation of UKG Workforce Management (WFM), including testing, process validation, troubleshooting, and end-user support
• Serve as a key payroll resource during the transition from legacy timekeeping processes to UKG WFM
• Oversee ongoing timesheet review, payroll validation, and payroll-related processing within UKG WFM following go-live
• Help ensure timekeeping, payroll, and audit processes within UKG WFM remain accurate, compliant, and operationally efficient

Employee Data & Payroll Changes

• Process employee direct deposit updates
• Review and update employee records for various payroll changes
• Review rehires for proper 401(k) setup and payroll configuration
• Assist employees with UKG system password resets

Benefits & Retirement Payroll Support

• Support employee questions related to 401(k) contributions, loans, hardship withdrawals, and catch-up contributions
• Download, review, and process Vanguard loan and deferral files
• Process Vanguard employer maintenance activities including terminations, auto cash-outs, and Media Out reports
• Reconcile Vanguard 401(k) loans and payroll interfaces
• Prepare payroll funding requests and wire documentation for retirement plan contributions
• Support year-over-year catch-up contribution compliance and regulatory requirements

Compliance, Audits & Reporting

• Investigate and resolve payroll discrepancies, including retro pay, hours corrections, and tax issues
• Prepare payroll audit documentation and respond to audit requests (SAIF, WA L&I, BLS, 5500, and other regulatory reviews)
• Maintain and update payroll audit checklists and reconciliation spreadsheets
• Prepare post-payroll reconciliation reports and distribute to key stakeholders

Documentation & Process Improvement

• Develop, maintain, and update Standard Operating Procedures (SOPs) for payroll processes
• Compile, save, and maintain earnings, deductions, audit, and import files used in payroll processing
• Support continuous improvement initiatives related to payroll controls, compliance, and efficiency

Support & Collaboration

• Serve as a payroll resource for HR, supervisors, and employees by answering questions and providing guidance
• Respond to ad hoc payroll and reporting requests
• Collaborate closely with Payroll, HRIS, HR, Finance, and external vendors

Education, Skills & Abilities:

• Bachelor’s degree in Accounting, Finance, Human Resources, Business Administration or a related field preferred
• 3-5+ years of experience in payroll processing

• Strong knowledge of payroll processing, wage and hour laws, and payroll compliance

• Preference will be given to candidates with a Certified Payroll Professional (CPP) or other relevant professional designations

• Experience with multi-state payroll, incentive compensation, and off-cycle payrolls preferred
• Understanding of retirement plan payroll interfaces and reconciliations (401(k), loans, deferrals)
• High attention to detail with strong audit, reconciliation, and documentation skills
• Ability to troubleshoot payroll discrepancies and explain payroll concepts clearly
• Proficiency with payroll systems (UKG preferred), Excel, and payroll reporting tools
• Ability to manage competing priorities and maintain confidentiality in a fast-paced environment

• Must embrace Hampton Core Values and continuously strive to “Find a Better Way Every Day”

Learn more at hamptonlumber.com, or follow us on Facebook: @HamptonLumber.  You can also learn about our company and our priorities by visiting our blog. 

Hampton Lumber is an equal opportunity employer: All qualified applicants will receive consideration for employment without regard to race/ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, age, or any other status protected by law. 

Disability accommodation available: If you are an individual with a disability and need a reasonable accommodation in the application or hiring process, please contact the Human Resources Office for the location that you are applying.

Women and minorities are encouraged to apply.

For more information about our commitment to equal employment opportunity, please see these government posters: EEO is the Law and its accompanying temporary supplement.