Senior Payroll Specialist

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Posted Sep 24, 2026

Remote · US · ask about Worldwide Full Time

$75K – $78K/yr

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Overview

This role involves managing accurate, timely payroll across two entities and a growing multistate workforce. The Payroll Specialist owns day-to-day payroll operations, including biweekly payroll, incentive and bonus payments, payroll audits, benefit funding coordination, and employee payroll requests. The position also supports development of procedures and controls as the organization expands into additional states.

Hands-on experience processing payroll in Paylocity is required, with the ability to take ownership, navigate the system confidently, and resolve issues with minimal direction.

Responsibilities

Payroll Processing and Auditing

Manage payroll for two entities, including regular biweekly payroll, monthly and quarterly incentives, and annual bonuses.
Maintain the payroll calendar and send payroll reminders the Friday before each payroll processing week, outlining deadlines and required actions.
Review time records, payroll changes, deductions, and incentive submissions for accuracy, completeness, and appropriate approvals.
Audit payroll before submission and reconcile results after processing, investigating discrepancies and coordinating corrections.
Process approved payroll adjustments and off-cycle payments as needed, maintaining clear supporting documentation.

Payroll Taxes and State Expansion

Coordinate employer payroll tax registrations when either company enters a new state, including applicable state and local accounts.
Ensure tax account information is accurately established and maintained in Paylocity and 1Password.
Monitor payroll tax notices and work with Paylocity, People Operations, and Accounting to resolve discrepancies and outstanding items.
Support quarterly and year-end payroll reconciliations, tax reporting reviews, and W-2 accuracy.

Benefits and Retirement Contributions

Prepare, reconcile, and upload payroll contributions to benefit vendors, including HSA contributions through First American Bank.
Ensure timely and accurate 401(k) transactions, including employee deferrals, employer contributions, and loan repayments, as applicable.
Verify that vendor files and funding are successfully received and processed, resolving rejected transactions or discrepancies.
Reconcile payroll deductions and contributions with vendor records in partnership with People Operations and Accounting.

Employee Support and Payroll Requests

Manage the payroll ticketing system, serving as the central intake point for payroll requests and questions.
Prioritize requests, track issues through resolution, and communicate clearly with employees and internal partners.
Maintain documentation of payroll requests, approvals, changes, and resolutions while protecting confidential information.
Identify recurring questions or issues and recommend improvements that reduce errors and make payroll easier for employees and managers.

Process Development and Continuous Improvement

Develop and maintain payroll SOPs, checklists, calendars, and supporting documentation.
Establish consistent payroll practices across both entities while accounting for company-specific requirements.
Strengthen payroll controls, approval workflows, and audit practices as the organization grows into additional states.
Identify opportunities to use Paylocity more effectively, reduce manual work, and improve accuracy and efficiency.

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Requirements

At least four (4) years of hands-on payroll processing experience, including multistate payroll.
Recent, direct experience independently processing payroll in Paylocity, including payroll audits, reporting, and troubleshooting.
Experience managing multiple payroll schedules and variable compensation, such as incentives, commissions, or bonuses.
Working knowledge of payroll tax administration, wage and hour requirements, payroll deductions, and payroll recordkeeping.
Experience with employer state tax registrations or direct responsibility for coordinating registrations with a payroll provider.
Experience reconciling benefit deductions and coordinating HSA and 401(k) contribution files and funding.
Strong Excel skills, including the ability to reconcile data, identify discrepancies, and work with payroll import and export files.
Exceptional attention to detail, sound judgment, and the ability to manage competing deadlines.
Clear, approachable communication and a strong commitment to employee service and confidentiality.
Ability to work independently, follow issues through to resolution, and build structure in a growing organization.

Preferred Qualifications

Experience processing payroll for multiple companies or legal entities.
Experience in a healthcare organization or a rapidly growing, distributed workforce.
Experience building payroll SOPs and improving existing payroll processes.
Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) designation.