Payroll Specialist

Position Overview

The Payroll Specialist is responsible for managing end-to-end payroll operations across multiple entities while supporting select HR and accounting functions. This role requires a high level of accuracy, strong analytical and reasoning skills, and experience ensuring multi-state payroll compliance. The position works closely with Accounting, HR, and senior leadership to ensure payroll is processed accurately, efficiently, and in compliance with all applicable regulations.

The ideal candidate is well-organized, detail-oriented, and able to manage complex payroll environments involving multiple pay cycles, employee types, and business entities.

Key Responsibilities

Payroll Processing & Operations

• Manage full-cycle, multi-state payroll processing for approximately 180 employees across multiple business entities.
• Process bi-weekly payroll cycles, ensuring accuracy and timely completion across varying pay schedules.
• Handle payroll inputs for hourly, salaried, commissioned, and tipped employees.
• Maintain payroll systems and ensure accurate data entry, updates, and adjustments.
• Process payroll setup for new entities and support expansion of payroll operations as needed.

Compliance & Tax Administration

• Ensure compliance with federal, state, and local payroll tax regulations, with emphasis on multi-state jurisdictions.
• Manage quarterly and annual payroll tax filings, including W-2 and 1099 reporting.
• Respond to payroll-related tax notices and resolve compliance issues as they arise.
• Support audits related to payroll, 401(k), and workers’ compensation.
• Assist with 401(k) contributions, impounds, and disability-related payments.

Accounting & Reconciliations

• Perform payroll-related bank and account reconciliations.
• Support month-end, quarter-end, and year-end closing activities.
• Assist with invoice reconciliations and financial reporting tied to payroll.
• Ensure accuracy and alignment between payroll records and general ledger accounts.

HR & Cross-Functional Support

• Partner with HR to support onboarding, employee updates, and benefits administration.
• Assist with monitoring and reporting of employee benefits, including 401(k) and insurance-related processes.
• Collaborate with Accounting and HR leadership on payroll-related initiatives and issue resolution.
• Support recruiting and onboarding processes as needed from a payroll systems perspective.

Process Improvement

• Identify opportunities to improve payroll processes, automation, and system efficiencies.
• Recommend and implement enhancements to increase accuracy and operational effectiveness.
• Support optimization of Paylocity, Sage, and related payroll systems.

Qualifications

Required

• 3–5 years of payroll experience in a multi-state environment.
• Experience managing payroll for multiple entities and employee types.
• Strong understanding of payroll tax compliance and reporting requirements.
• Proficiency in payroll systems such as Paylocity and Sage (or similar platforms).
• Strong Excel skills and general accounting knowledge.
• Highly detail-oriented with strong analytical and problem-solving abilities.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong communication skills and ability to collaborate across departments.

Preferred

• Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC), preferred but not required.
• Experience supporting audits (401(k), workers’ compensation, or payroll tax).
• Background in multi-entity or complex organizational payroll environments.