Overview
This role is responsible for accurate and timely processing of multi-state payroll, managing state tax registrations, and ensuring company-wide payroll compliance. The Payroll Specialist partners with People & Culture and Finance to maintain payroll data integrity and support internal and external compliance needs.
Responsibilities
Payroll Processing
- Process full-cycle, multi-state payroll on a bi-weekly basis for all employees (hourly, salaried, and exempt/non-exempt)
- Review and reconcile timekeeping data to ensure accuracy prior to payroll runs
- Administer payroll changes including new hires, terminations, compensation adjustments, bonuses, and deductions
- Process off-cycle payroll runs as needed for corrections, terminations, or special payments
- Audit payroll data for discrepancies and resolve issues in a timely manner
- Partner with the Director of People & Culture and Finance to ensure payroll data integrity across systems
State Registrations
- Set up and manage employer tax accounts and registrations in new states as the organization expands its workforce
- Coordinate with state and local agencies to obtain employer ID numbers (EINs), withholding accounts, and unemployment insurance (SUI/SIT) accounts
- Maintain accurate records of all state and local payroll tax registrations
- Monitor nexus and remote employee locations to proactively identify new registration requirements
- Ensure accuracy of all tax filings
Compliance & Reporting
- Ensure payroll processes comply with federal, state, and local wage and hour laws, including FLSA, FMLA, ACA, and applicable state regulations
- Ensure quarterly and annual payroll tax returns (941, 940, W-2s, W-3s) and state equivalents are accurately processed
- Stay current on legislative changes affecting payroll, including minimum wage updates, tax law changes, and new leave requirements
- Support internal and external audits by preparing payroll documentation and reconciliations
- Manage year-end payroll processes including W-2 distribution and tax reconciliations
- Maintain and update Standard Operating Procedures (SOPs) for all payroll processes
Requirements
- 5+ years of hands-on payroll processing experience, preferably in a multi-state environment
- Proven experience setting up state payroll tax accounts and registrations across multiple jurisdictions
- Strong knowledge of federal and state payroll tax laws, wage and hour regulations, and compliance requirements
- Proficiency with payroll software (e.g., Gusto, ADP, Rippling, Paylocity, or similar)
- High proficiency in Google Sheets/Excel for payroll reconciliation and reporting
- Exceptional attention to detail and a high degree of accuracy with confidential data
- Strong organizational skills and ability to manage multiple deadlines simultaneously
- Experience working in a high-growth or startup environment preferred
Compensation & Benefits
- Generous paid time off
- Company-covered health insurance
- 5% 401k match
- Discounts on all company products
Location
Fully remote environment.