Payroll Specialist

Purpose of the Job: The Payroll Specialist is responsible for ensuring accurate and timely processing of payroll for all employees, managing benefits reconciliation and enrollment, administering 401(k) plans, and handling end-of-month and end-of-year payroll responsibilities. This role requires strong attention to detail, compliance with federal and state regulations, and collaboration with HR and Finance teams to maintain employee satisfaction and organizational integrity.

Reports to: Director of Finance

Duties and Responsibilities:

• Accurately process bi-weekly or monthly payroll for all employees, including salaried, hourly, and commission-based staff.
• Validate and reconcile timekeeping data, ensuring compliance with overtime, PTO, and leave policies.
• Maintain and update employee payroll records, including new hires, terminations, and status changes.
• Ensure compliance with federal, state, and local wage and hour laws, tax regulations, and company policies.
• Calculate and process garnishments, deductions, and special payments (bonuses, incentives).
• Manage benefits enrollment, changes, and terminations; ensure accurate payroll deductions for health, dental, vision, and other plans.
• Administer and reconcile self-funded insurance plans, including medical, dental, and vision coverage.
• Coordinate with insurance carriers and third-party administrators for claims and compliance.
• Oversee 401(k) contributions, company match, and compliance reporting; ensure timely remittance and accurate recordkeeping.
• Reconcile monthly benefits invoices and resolve discrepancies with vendors.
• Serve as a primary resource for employee inquiries related to payroll, benefits, and deductions.
• Prepare and submit payroll tax filings and ensure timely deposits for federal and state taxes.
• Complete monthly payroll reconciliations, journal entries, and reporting for Finance.
• Generate and distribute W-2s, 1099s, and other year-end tax documents; assist with audits and compliance reviews.
• Collaborate with HR on onboarding, offboarding, and employee data accuracy.
• Partner with Finance to support budgeting, forecasting, and payroll-related analysis.
• Identify process improvements and implement best practices for payroll efficiency and accuracy.
• Support the Accounting and Finance team with month-end and year-end close activities, including reconciliations, accruals, and reporting.

• Associate’s or Bachelor’s Degree in Accounting, Finance, HR, or related field preferred.
• 5+ years of payroll experience; multi-state payroll experience a plus.
• Knowledge of payroll systems and HRIS platforms.
• Strong understanding of federal and state payroll regulations.
• Excellent attention to detail and organizational skills.

Skills & Competencies:

• Proficiency in payroll software and Microsoft Excel.
• Strong analytical and problem-solving skills.
• Ability to maintain confidentiality and handle sensitive information.
• Effective communication and teamwork abilities.
• Time management and organizational skills to execute responsibilities and meet deadlines.
• Proactive issue identification and resolution to ensure smooth payroll and benefits operations.
• Accountability and results orientation, taking ownership of tasks and delivering accurate outcomes.