Payroll Specialist

Overview

This role involves managing payroll processing and related activities for a technology company specializing in unmanned aircraft systems. The position requires ensuring accurate, timely payroll for employees and contractors across multiple states, maintaining compliance with federal and state regulations, and supporting payroll system integrations and automation.

Responsibilities

• Process semi-monthly payroll for employees and independent contractors using Paychex, including wages, overtime, bonuses, commissions, and final pay in compliance with state wage laws
• Maintain Paychex as the system of record for payroll data and ensure data integrity across integrated systems
• Manage state tax registrations and ensure correct tax withholding and unemployment insurance setup as the company expands into new states
• Register payroll tax accounts in new states and maintain powers of attorney with tax agencies
• Set up, maintain, and deactivate employee accounts in QuickBooks, QB Time, Unanet, and Paychex
• Ensure payroll compliance with federal, state, and local regulations; prepare reports for accounting, management, and tax authorities
• Administer wage garnishments (child support, tax levies, creditor garnishments) and track compliance through completion
• Process leave-related pay accurately, coordinating with Sparrow leave management software
• Review and audit timesheets for accuracy; resolve discrepancies with employees and managers before payroll deadlines
• Assign and maintain job codes for accurate labor cost allocation and reporting
• Serve as a point of contact for payroll inquiries, resolving discrepancies and explaining pay or deduction issues
• Process payroll-related changes such as new hires, terminations, pay rate changes, direct deposit updates, and tax withholding elections
• Support wage garnishments, employment verifications, and payroll tax filings as needed
• Collaborate with HR, finance, and other departments to coordinate payroll activities
• Maintain payroll records and documentation in compliance with record-keeping requirements
• Assist with month-end close, payroll reconciliations, and reporting for accounting
• Support setup and coordination of international payroll with global providers or local partners
• Drive automation initiatives to reduce manual data entry and improve payroll and timekeeping accuracy and efficiency
• Identify opportunities to improve payroll and timekeeping processes and documentation

Requirements

• Minimum 3 years of payroll processing experience, including multi-state payroll
• Working knowledge of California wage and hour laws (overtime, meal/rest premiums, final pay rules, sick leave) and familiarity with multi-state payroll tax and compliance
• Experience with Paychex payroll and QB Time (formerly TSheets) timekeeping software
• Strong attention to detail and accuracy with high-volume data
• Excellent communication skills and a service-oriented approach when working with employees at all levels
• Ability to handle confidential information with discretion
• Ability to clearly explain payroll processes and collaborate with internal teams
• Ability to manage multiple deadlines, prioritize tasks, and maintain confidentiality
• Technical aptitude and comfort with systems integration; ability to support automation of manual processes
• Familiarity with BambooHR or similar HRIS and its integration with payroll and timekeeping systems
• Experience administering garnishments and coordinating leave payouts with third-party leave administrators (experience with Sparrow is a plus)
• Availability during critical payroll processing and month-end close periods; time off during these windows is limited and coordinated in advance

Compensation & Benefits

• Salary range: $72,000 - $90,000 USD
• Competitive total compensation package
• Comprehensive benefits including medical, dental, vision, life insurance, and more
• 401(k) plan with company match
• Four weeks of paid time off annually
• Twelve annual company holidays

Location

• This position requires eligibility to work in the United States

Note: Employment eligibility verification and compliance with federal law, including participation in E-Verify, are required.