Payroll Coordinator

Payroll Specialist

The Payroll Specialist is responsible for ensuring accurate and timely payroll processing for employees and subcontractors in Virginia and other applicable jurisdictions. This role manages onboarding, maintains personnel records in QuickBooks, reviews weekly timesheets, and ensures full compliance with federal, state, and Virginia payroll and labor regulations. The ideal candidate is detail-oriented, organized, and able to maintain strict confidentiality.

Key Responsibilities

• Administer employee salaries and compensation updates.
• Manage the full onboarding process for employees and subcontractors.
• Record and maintain personnel data in QuickBooks for all new hires.
• Review and validate weekly timesheets for employees and subcontractors to ensure accurate payroll processing.
• Prepare and deliver biweekly payroll reports.
• Process biweekly payroll for W-2 employees, including wages, overtime, deductions, and benefits.
• Issue timely biweekly payments to employees.
• Manage federal, state (including Virginia), and local payroll tax payments.
• Verify hours worked and process biweekly payments for 1099 subcontractors, ensuring accuracy and contractual compliance.

Education & Experience

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred.
• Minimum 23 years of payroll processing experience, ideally in Virginia or multi-jurisdictional operations.
• Strong knowledge of federal and state payroll regulations (including Virginia), payroll taxes, W-2, and 1099 requirements.
• Experience with time-tracking systems (e.g., Time Tracker) and payroll/accounting software (e.g., QuickBooks).

Skills & Competencies

• Exceptional attention to detail and strong analytical skills.
• Highly organized, with the ability to meet tight deadlines for biweekly payroll cycles.
• Effective verbal and written communication skills in English and Spanish.
• Professionalism, discretion, and strong ethical standards in handling sensitive payroll information.
• Ability to work under pressure and manage multiple priorities during payroll periods.
• Solid working knowledge of U.S. and Virginia labor and tax regulations.