Payroll Specialist

Job Summary 

The Payroll Specialist is responsible for preparing and processing payroll for various divisions of the company while ensuring accuracy, timeliness, and compliance with all federal, state, and local regulations. This includes maintaining payroll records, verifying data, resolving discrepancies, and providing exceptional support to employees regarding payroll-related inquiries. The ideal candidate will have a keen attention to detail, experience with ADP (or similar payroll systems), and a solid understanding of payroll laws, regulations, and best practices. 

Key Responsibilities 

1. Payroll Processing & Compliance 

• Process payroll on a biweekly schedule (including multiple pay cycles) using ADP. 

• Accurately calculate wages, deductions, overtime, bonuses, and commissions. 

• Manage the flow and maintenance of employee data between payroll, HR, and accounting systems. 

• Ensure compliance with federal, state, and local payroll laws (e.g., FLSA, wage garnishments, tax regulations). 

• Maintain strict confidentiality of all employee data and payroll information. 

2. Payroll Reporting & Audits 

• Prepare and distribute detailed reports to relevant departments. 

• Support year-end payroll processing, including W-2s, 1099s, 1095-Cs, and other compliance reports. 

• Conduct periodic payroll audits to identify and resolve discrepancies. 

• Gather information and perform annual Non-Discrimination Testing and 5500 audits for company 401(k). 

• Collaborate with HR and finance teams to ensure proper accounting and reconciliation of payroll data. 

3. Employee Support & Communication 

• Serve as the primary point of contact for employee inquiries regarding payroll, deductions, direct deposits, and similar questions. 

• Coordinate with HR to manage employee life-cycle events (new hires, terminations, promotions, and salary changes). 

• Assist new employees with payroll onboarding, including setting up direct deposit and explaining payroll policies. 

4. System Management & Process Improvement 

• Maintain and update payroll systems with employee information, pay structures, and tax settings. 

• Recommend and implement process improvements to enhance the efficiency and accuracy of payroll operations. 

• Assist with payroll system upgrades, testing, and the implementation of new payroll technologies. 

• Administer and verify deduction data for various benefit programs (e.g., FSA, HSA, 401(k)), ensuring correct enrollments and timely updates. 

• Stay up to date on current laws and best practices relating to payroll matters and recommend modifications to company practices and processes as necessary. 

Qualifications & Skills 

Education & Experience 

• Bachelor’s degree in Accounting, Finance, Human Resources, or a related field (preferred but not required). 

• 2–5 years of experience processing full-cycle payroll, ideally for businesses with 500 to 1500 employees. 

• Proficiency with ADP or similar payroll software (particularly ADP Workforce Now). 

• Advanced knowledge of Microsoft Excel (pivot tables, VLOOKUPs) and strong ERP/reporting system experience (Oracle Fusion experience a plus). 

Technical & Soft Skills 

• In-depth understanding of payroll regulations, including tax laws, wage & hour compliance, and benefit deductions. 

• Strong mathematical and analytical abilities with high attention to detail and accuracy. 

• Excellent communication and interpersonal skills for interacting with employees and cross-functional teams. 

• Proven ability to handle confidential payroll data with professionalism and discretion. 

• Effective problem-solving skills and the ability to work independently under tight deadlines. 

• Well-organized with clear ability to prioritize multiple tasks in a fast-paced environment. 

Preferred Qualifications (Not Required) 

• Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC). 

• Experience managing multi-state or international payroll. 

• Familiarity with benefits administration (e.g., 401(k) contributions, health insurance deductions) and associated compliance. 

Compensation & Benefits 

• Salary Range: $54,000 to $62,000 

• Benefits: Health insurance, 401(k), vacation, and other perks. 

• Work Schedule: Remote/Hybrid/On-site options available  

If you’re detail-oriented, thrive in a fast-paced environment, and have a passion for accurate, compliant payroll operations, we encourage you to apply for this position.