Payroll Administrator

About CleanHarbors :

Clean Harbors Inc. (www.cleanharbors.com) is a NYSE listed US based $6.5 billion company. Clean Harbors was founded in 1980 near Boston by Mr. Alan S. McKim, who today remains the company’s Chairman and CEO. Everywhere industry meets environment, Clean Harbors is on-site, providing premier environmental, energy and industrial services.

Clean Harbors employs a dedicated workforce of 18,000 employees and has over 450 service locations across the U.S., Canada and Mexico. Beyond addressing the environmental needs of its more than 300,000 customers, the Company has been on the front lines of addressing some of the largest emergency response events in North America of the past several decades including the BP Oil Spill in the Gulf of Mexico, the anthrax attacks in New York, the 2015 avian flu outbreak that devastated the poultry industry, Hurricanes Katrina, Rita and Sandy, and the oil pipeline breaks that affected the Yellowstone and Kalamazoo rivers, along with other major chemical releases into the environment.

Clean Harbors India has been strategically established as the Global Capability Center (GCC) to serve our parent company. We take pride in serving some of the most tech savvy business stakeholders at Clean Harbors. The GCC employees form part of our globally integrated teams that provide cutting-edge IT solutions and production support across platforms. Our shared services teams work seamlessly with their global counterparts in providing critical 24x7 support in various functions including Finance, HR, Procurement, IT and Operations. Our aggressive growth plans open significant career advancement opportunities for our employees.

Our Vision To be recognized as the premier provider of environmental and industrial services

Job Title: Senior Associate – US & Canada Payroll (US Payroll Focused Role)

Work Location: Bengaluru Shifts: US Shift Timings Previous experience: 3–5 Years in US Payroll

Job Overview: We are looking for a strong US Payroll professional who can independently manage end-to-end payroll operations for US and Canada employees in a high-volume, compliance-driven environment. This role is heavily focused on US payroll execution, compliance, time-to-pay accuracy, and audit readiness, with additional responsibility for Canadian payroll support. The ideal candidate should be comfortable working in a fast paced US shift model and handling complex payroll scenarios including prevailing wage, multi-state taxation, garnishments, termination processing, and prior period adjustments. The role requires strong operational ownership across payroll cycles, system accuracy, compliance validation, and cross functional coordination across HR, Finance, and Time & Attendance teams.

Key Responsibilities:

1. End-to-End US & Canada Payroll Processing • Independently process US payroll across weekly, bi-weekly, and semi-monthly cycles with high accuracy and strict adherence to deadlines • Support Canada payroll processing as required, ensuring compliance with provincial and federal requirements • Validate payroll inputs including new hires, terminations, salary changes, bonuses, LOA, and retro adjustments • Execute off-cycle payroll runs for corrections, termination payouts, and urgent payments • Ensure payroll is processed within defined cut-offs and SLA timelines without delays

2. Termination Processing (Critical Payroll Function) • Process employee terminations accurately and ensure final pay is calculated as per US federal and state regulations • Validate final settlement components including unpaid wages, unused PTO (as applicable), bonuses, reimbursements, and deductions • Ensure timely processing of final checks in compliance with state-specific final pay laws (timelines vary by state) • Handle post-termination adjustments, reversals, and corrections if required • Ensure proper communication and coordination with HR for termination inputs and exit confirmations • Prevent and resolve overpayments related to delayed or incorrect termination processing • Maintain termination audit trail and documentation for compliance and audit readiness

3. US Payroll Compliance & Regulatory Handling • Ensure compliance with US Federal, State, and Local tax regulations across multiple jurisdictions • Apply and validate prevailing wage requirements, ensuring correct wage determinations and job coding • Manage garnishments including child support, tax levies, and other court-ordered deductions • Ensure compliance with IRS guidelines, taxable benefit rules, and wage & hour regulations • Support compliance reporting and audit requirements (internal and external)

4. Time & Attendance / System Integration (Oracle, Kronos, ADP, etc.) • Manage end-to-end payroll integration between Time & Attendance systems (Kronos/UKG) and payroll systems (Oracle/ADP) • Validate time data accuracy including overtime, shift differentials, holidays, and exceptions • Troubleshoot system-level discrepancies between time capture and payroll outputs • Ensure proper earnings/deduction code configuration and mapping across systems

5. Payroll Reconciliation & Controls • Perform pre-payroll and post-payroll reconciliation to ensure accuracy of gross-to-net payroll. Identify and resolve discrepancies in earnings, taxes, deductions, and termination payouts • Maintain control checks for duplicate payments, missing payments, and incorrect tax deductions • Support variance analysis and root cause analysis for payroll issues • Maintain strong payroll control environment aligned with audit requirements

6. Quality Assurance, Audit & Documentation • Maintain audit-ready documentation for all payroll cycles • Prepare and maintain RCA (Root Cause Analysis), CAPA (Corrective & Preventive Actions), and error logs • Support internal and external audits including SOX compliance checks (if applicable) • Ensure all payroll activities are fully traceable and well documented

7. Employee Support & Query Management • Resolve employee payroll queries within defined SLA timelines (typically 1–2 business days) • Manage cases related to salary discrepancies, tax issues, termination payouts, and missing payments • Ensure clear communication through Oracle, ADP, ServiceNow, and other HR platforms • Escalate complex issues with complete analysis and supporting data

8. Process Improvement & Operational Excellence • Identify gaps in payroll processes and proactively suggest improvements • Support automation and efficiency initiatives in payroll operations • Contribute to stabilization of payroll processes across multiple pay groups • Reduce manual interventions through better controls and standardization

9. Knowledge Management & Collaboration • Stay updated on US payroll laws, tax updates, and compliance changes. Participate in training sessions and knowledge-sharing initiatives • Support documentation updates for SOPs, process maps, and payroll calendars • Collaborate effectively with HR, Finance, and cross-functional teams

10. What You Will Work On (Daily Scope in US Payroll): • Multi-state payroll processing • Prevailing wage payroll execution • Garnishments and tax levies • Prior period adjustments and corrections

11. Termination processing and final pay settlements • Time & attendance validation and reconciliation • Payroll audits and compliance checks • Off-cycle and emergency payroll runs • Payroll error analysis and resolution

Required Skills & Experience:

• 3–5 years of hands-on US payroll processing experience

• Strong understanding of US payroll compliance (Federal, State, Local)

• Experience in prevailing wage payroll handling • Experience in termination processing and final pay calculations

• Exposure to payroll systems such as Oracle, ADP, Kronos/UKG, Microsoft tools

• Strong analytical skills with ability to perform payroll reconciliations independently

• Experience handling payroll audits and complex corrections

• Strong attention to detail and ownership mindset

• Ability to work in US shift timings

Preferred Experience:

• Exposure to Canadian payroll processing and compliance

• Experience handling large employee populations / multiple pay groups

• Experience in high-volume payroll GCC/Shared Services environment

Educational Qualification: • Bachelor’s or master’s degree in commerce, Finance, HR, or MBA