Payroll Specialist
Overview
This role involves managing accurate and timely payroll processing for a multi-state workforce, ensuring compliance with wage and hour laws, and maintaining payroll data integrity. Reporting to the Vice President of Total Rewards and People Operations, the Payroll Specialist will collaborate with People Operations and Finance teams, support audits and reconciliations, and continuously improve payroll processes.
Responsibilities
- Process biweekly payroll for multiple states, including handling new hires, terminations, job changes, and pay adjustments.
- Administer payroll changes in payroll/HRIS systems, ensuring accuracy of earnings, deductions, taxes, garnishments, and direct deposits.
- Review and audit timesheets, PTO, and leave entries; coordinate with People Business partners to resolve discrepancies before payroll processing.
- Prepare, reconcile, and submit payroll files, including off-cycle checks; support month-end, quarter-end, and year-end payroll close activities.
- Partner with Finance to reconcile payroll registers to the general ledger, support variance analysis, and maintain strong payroll controls.
- Support payroll tax processes, including setups, updates, notices, and reconciliations; collaborate with vendors to ensure timely and accurate filings.
- Respond to employee payroll inquiries regarding pay statements, taxes, deductions, timekeeping, and leave impacts with confidentiality and professionalism.
- Ensure payroll practices comply with applicable wage and hour laws and internal policies; maintain SOX-ready documentation and audit trails.
- Create and maintain payroll procedures, checklists, and training materials; identify opportunities to streamline processes and improve accuracy.
- Generate routine and ad hoc payroll reports to support Finance and People Operations.
- Assist with payroll and shared services projects as assigned.
Requirements
- Minimum 3 years of end-to-end multi-state payroll processing experience; multi-location experience is a plus.
- Strong knowledge of payroll laws, confidentiality, and internal controls best practices.
- Hands-on experience supporting payroll tax processes, including garnishments, W-2s, and agency notices.
- Proficiency with payroll, timekeeping, and HRIS systems such as UKG, ADP, Workday, or Paycom; ability to quickly learn new systems.
- Advanced Excel skills, including lookups and pivot tables; comfortable working with large datasets and reconciliations.
- Willingness to travel 10-20% for meetings, trainings, and events.
- Exceptional attention to detail and follow-through.
- Ability to work independently and manage ambiguity in a fast-paced environment.
- Strong teamwork orientation and excellent communication skills.
Preferred Qualifications
- Experience working in a remote environment.
- Demonstrated ability to improve payroll processes and controls.
Compensation & Benefits
- Estimated starting annual base salary range: $80,000 - $95,000, dependent on experience and qualifications.
- Competitive benefits including medical, dental, vision, and paid parental leave.
- Generous retirement contributions: 401(k) plus 3% employer contribution from day one.
- Additional perks such as product discounts and team merchandise.
- Opportunities for professional development and career growth.
Location
- This is a remote position within the United States.
- Candidates residing in Alaska, Hawaii, Mississippi, Montana, North Dakota, South Dakota, West Virginia, and Wyoming are not eligible for employment in this role.
Equal Opportunity Statement
The organization is committed to building diverse teams and providing equal employment opportunities without regard to race, color, religion, gender identity, sex, sexual orientation, marital status, age, national origin, citizenship status, military or veteran status, disability, genetic information, or any other protected characteristic under applicable law.
Applicants are encouraged to apply even if they do not meet every qualification listed, as diverse experiences and strengths are valued.