Payroll Specialist

The Payroll Specialist manages and executes bi-weekly payroll. This role is critical to ensuring accurate and timely compensation, compliance with applicable regulations, and maintaining employee satisfaction. This involves compiling and maintaining Payroll records, while also providing clerical and administrative support as needed. The Payroll Specialist has a solid understanding of GAAP accrual accounting and stays updated on federal, state, and local payroll regulations to ensure compliance. In addition, The Payroll Specialist will prepare journal entries and account reconciliations to help facilitate month end closings. Have strong analytical and problem-solving skills and be highly organized and detail-oriented. Possess the ability to effectively work both independently or in a team setting and displays excellent verbal and written communication and interpersonal skills, as well as the ability work well under pressure in a fast-paced environment who consistently delivers error-free payroll processing and meets all compliance deadlines.
Job Responsibilities:

• Payroll Processing:
  
  • Administer and process bi-weekly payroll for approximately 200 employees using Paylocity, including full-time, part-time, and temporary staff.
  • Handle multi-state payroll processing, ensuring compliance with varying state and local regulations.
  • Manage payroll complexities across multiple jurisdictions, including taxes, wage requirements, and reporting.
  • Ensure accurate calculation of hours, overtime, PTO, deductions, and bonuses in compliance with company policies and labor laws.
• Compliance and Tax Registration:
  
  • Stay updated on federal, state, and local payroll regulations to ensure compliance.
  • Register and set up state tax withholding and unemployment accounts as needed when the company expands into new states.
  • Prepare and file payroll tax reports, W-2s, and other required documentation.
  • Collaborate with HR and finance to maintain compliance with company policies and audit requirements.
• Data Management:
  
  • Assist in maintaining accurate employee payroll records, including benefits deductions, direct deposit information, tax elections and PTO calculations and accruals.
  • Assist in updating and verifying employee information in payroll software (e.g., address changes, promotions).
• Employee Support:
  
  • Respond to employee inquiries related to payroll, tax withholdings, and benefits deductions.
  • Troubleshoot and resolve payroll discrepancies proactively, identifying root causes and implementing solutions.
• System Management:
  
  • Operate and manage the payroll system Paylocity to process payroll and generate reports.
  • Recommend process improvements to enhance payroll accuracy and efficiency.
• Other Responsibilities
  
  • Collaborate with HR for onboarding new employees and finance for payroll reporting and analysis.
  • Participate in month end closings and preparation of journal entries.
  • Perform month end reconciliations identifying errors in posting or omissions by applying appropriate accounting standards.
  • Cross train in all finance areas and serve as backup support to the Accounts Payable and Accounts Receivable positions as needed.
  • Assists with special projects, as necessary.

Qualifications:

• 3 years’ experience in an accounting or accounts payable position
• High School Diploma or GED required; Associate’s or Bachelor’s Degree in Accounting, Finance, or related field preferred
• Experience with multi-state payroll processing or a unionized workforce is a plus
• Understanding of GAAP accrual accounting standards
• Proven experience as a Payroll Specialist, Payroll Administrator, or similar role
• Strong knowledge of payroll practices, labor laws, and tax regulations
• Experience with registering state withholding and unemployment accounts is highly desirable
• Proficiency in payroll software (e.g., Paylocity, Paycom, or similar systems)
• Competence in financial and bookkeeping software
• Strong Microsoft Excel skills - Ability to complete pivot tables and VLOOKUP’s at a minimum
• Excellent organizational skills and time management skills to manage multiple tasks and meet deadlines
• Strong analytical and problem-solving abilities
• Exceptional communication and interpersonal skills
• High degree of accuracy and attention to detail
• Ability to effectively work both independently or in a team setting
• Ability to work in a high volume fast-paced environment