Payroll Specialist

Job Description

Job Description

Position Summary

The Payroll Specialist is responsible for the accurate and timely processing of multi-entity payroll for approximately 275 employees across 5 legal entities using Paylocity. This role ensures compliance with federal, state, and local regulations, maintains payroll records, and serves as the primary point of contact for employee payroll inquiries. The Payroll Specialist works closely with HR and Accounting to ensure seamless payroll operations, accurate general ledger reporting, and a positive employee experience.

Essential Duties & ResponsibilitiesPayroll Processing

• Process end-to-end payroll on a [weekly/bi-weekly/semi-monthly] basis for approximately 275 employees across 5 entities using Paylocity
• Review and validate timekeeping data, ensuring accurate approval of hours, overtime, PTO, and holiday pay
• Process new hires, terminations, status changes, promotions, transfers, and pay rate adjustments in Paylocity
• Calculate and process off-cycle payments, final paychecks, retroactive pay, bonuses, and commissions
• Manage garnishments, child support orders, levies, and other wage attachments in compliance with legal requirements
• Administer payroll deductions including benefits premiums, 401(k) contributions and loans, HSA/FSA contributions, and voluntary deductions
• Ensure proper allocation of wages, taxes, and deductions across all 5 entities

Compliance & Tax

• Maintain compliance with federal, state, and local payroll tax regulations across all entities and jurisdictions
• Monitor and reconcile payroll tax filings and payments processed through Paylocity; research and resolve tax notices
• Support quarter-end and year-end processes, including W-2 review, corrections, and distribution for all entities
• Stay current on wage and hour laws, minimum wage changes, and payroll-related legislation affecting company operations
• Register and maintain state/local tax accounts as needed for new jurisdictions

Reporting & Reconciliation

• Prepare and distribute standard and ad hoc payroll reports for HR, Finance, and leadership
• Reconcile payroll data with the general ledger in partnership with Accounting; research and resolve discrepancies
• Support 401(k) audits, workers' compensation audits, financial audits, and other internal/external audit requests
• Track and report on payroll metrics such as overtime trends, labor allocation, and headcount by entity

Systems & Process Improvement

• Serve as a Paylocity subject matter expert; maintain system configurations, earning/deduction codes, and workflows
• Identify opportunities to streamline payroll processes and improve accuracy and efficiency
• Assist with Paylocity module implementations, upgrades, and integrations
• Maintain accurate and organized payroll records in accordance with record retention requirements

Employee Support

• Respond to employee inquiries regarding paychecks, deductions, taxes, timekeeping, and direct deposit with professionalism and confidentiality
• Assist employees with Paylocity self-service navigation (pay stubs, W-2s, tax withholding updates)
• Complete employment and wage verifications as requested

Other

• Cross-train with HR team members and provide backup support as needed
• Assist with special projects and other duties as assigned by the HR Manager

QualificationsRequired

• 2–4 years of hands-on payroll processing experience, preferably in a multi-entity and/or multi-state environment
• Experience processing payroll in Paylocity (or a comparable HRIS/payroll platform with willingness to quickly master Paylocity)
• Working knowledge of federal and state wage and hour laws, payroll tax regulations, and garnishment requirements
• Strong proficiency in Microsoft Excel (VLOOKUP, pivot tables) and Microsoft Office Suite
• High level of accuracy, attention to detail, and organizational skills
• Ability to handle sensitive information with discretion and maintain strict confidentiality
• Strong customer service orientation and clear written/verbal communication skills
• Ability to meet firm deadlines and manage competing priorities in a fast-paced environment

Preferred

• Associate's or Bachelor's degree in Accounting, Business Administration, Human Resources, or related field
• FPC (Fundamental Payroll Certification) or CPP (Certified Payroll Professional) designation
• Experience with general ledger reconciliation and payroll accounting
• Experience supporting payroll for 200+ employees across multiple legal entities
• Familiarity with benefits administration and 401(k) plan compliance