Senior Payroll Administrator

Overview

This role focuses on end-to-end administration and continuous improvement of payroll operations for a North America remote workforce. As a senior payroll subject matter expert, you will ensure accurate and timely payroll processing while maintaining strong internal controls and data integrity. Responsibilities include interpreting payroll regulations, resolving complex issues, and advising leadership and Human Resources on payroll-related compliance, system design, and operational strategy. You will also scale payroll processes to support organizational growth and serve as the primary escalation point for urgent and sensitive payroll matters.

Responsibilities

• Oversee and administer bi-weekly payroll processing for U.S. and Canadian employees, including off-cycle payrolls, retroactive adjustments, and special payment calculations.
• Direct the collection, validation, calculation, and entry of payroll data to ensure accurate, compliant, and scalable payroll processing.
• Review and approve payroll adjustments, employee change requests, benefit deductions, garnishments, and tax withholdings to ensure consistency and accuracy.
• Investigate, analyze, and resolve complex payroll discrepancies and employee pay issues, using judgment to determine appropriate corrective actions.
• Serve as the primary point of contact with payroll-related vendors, managing issue resolution, enhancements, and service escalations.
• Ensure compliance with all applicable federal, state, provincial, and local payroll laws and regulations by monitoring legislative changes and interpreting their operational impact.
• Prepare, review, and submit required payroll tax filings and reports on a monthly, quarterly, and annual basis.
• Lead year-end payroll activities, including W-2 and 1099 preparation or review, annual reconciliations, and wage reporting to government agencies.
• Advise management and HR partners on payroll compliance risks, required actions, and policy or process changes.
• Maintain audit-ready payroll records, documentation, and internal controls to support internal and external audits.
• Partner with HR, HRIS, Finance, and IT to design, implement, and improve payroll and timekeeping processes and system configurations.
• Lead payroll system updates and enhancements related to regulatory changes, organizational growth, and operational efficiency.
• Identify opportunities to improve data quality, reporting accuracy, and system integration across payroll and related platforms.
• Develop and document payroll procedures, controls, and best practices to support consistency and scalability.
• Provide payroll guidance to HR and business leaders on payroll practices, system capabilities, and compliance implications.
• Escalate and coordinate resolution for time-sensitive or high-risk payroll matters across internal teams and vendors.
• Support onboarding and training of new team members by providing payroll process guidance and knowledge transfer, as directed.
• Perform other related duties as assigned.

Requirements

• Bachelor’s degree in Accounting, Finance, Business Administration, Human Resources, or a related discipline, or an equivalent combination of education and experience.
• Typically 5+ years of progressively responsible payroll administration experience in a multi-state U.S. environment.
• Demonstrated experience administering payroll for remote or geographically dispersed workforces.
• Hands-on experience with U.S. and Canadian payroll processing and taxation requirements.
• Experience partnering with HR, Finance, and HRIS teams to design, implement, or improve payroll processes and systems.
• Prior experience leading payroll compliance activities, audits, or regulatory reporting.
• Thorough knowledge of U.S. federal, state, and local payroll laws and tax regulations, multi-state payroll taxation, and wage and hour requirements, plus working knowledge of Canadian payroll regulations and taxation.
• Knowledge of payroll tax filings, reporting schedules, and year-end processes (W-2, 1099, reconciliations); benefit deductions, garnishments, and wage withholding requirements; and payroll accounting principles, reconciliations, and general ledger interfaces.
• Knowledge of payroll and timekeeping systems and HRIS integrations, internal controls, audit practices, payroll compliance risk management, data governance, and confidentiality standards.
• Advanced proficiency with payroll systems (ADP preferred), timekeeping platforms, and Office productivity and collaboration tools (e.g., O365).
• Strong data management, reporting, analytical, and reconciliation skills with a high degree of accuracy and attention to detail, including the ability to identify trends, risks, and process improvements.
• Ability to work with minimal supervision and wide latitude for independent judgment; manage multiple priorities and deadlines; and apply good judgment in resolving complex payroll discrepancies and compliance issues.
• Ability to communicate complex payroll and tax concepts clearly to employees, managers, and leadership, and to assist less experienced team members as needed.
• Reliable internet access with sufficient speed to perform the job satisfactorily and a secure, private remote office space.
• W2 project-based consultants will be expected to provide a computing device that adheres to industry standards and security best practices to use in satisfying the Project Services on behalf of the employer.

Preferred Qualifications

• Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC) preferred.

Compensation & Benefits

• Salary Range: $85,000 - $100,000
• Health, dental, and vision benefits (multiple health and dental plan options with nationally recognized networks), plus wellness and employee assistance program.
• Retirement savings plans, company-paid disability and life insurance, and pre-tax savings opportunities (HSA and/or FSA).
• Professional development opportunities.
• Generous paid-time-off program.
• Opportunities for remote work.

Location

North America remote workforce (U.S. and Canadian payroll responsibilities).