Payroll Specialist

Payroll Specialist

Job Description

The Payroll & Benefits Specialist manages day-to-day payroll execution and benefits administration for a growing, multi-state organization. This role ensures accurate and timely processing of bi-weekly payroll while serving as the primary point of contact for employee inquiries related to payroll, health plans, retirement benefits, and leave programs. The position combines strong financial acumen with a high level of customer service and employee support, contributing directly to a positive employee experience and compliant HR operations.

Responsibilities

• Process bi-weekly payroll for hourly and salaried employees across multiple states, ensuring accuracy and timeliness.

• Verify employee timesheets, investigate discrepancies, and collaborate with department leaders to resolve issues promptly.

• Calculate and process special payouts, including bonuses, commissions, severance payments, and retroactive pay adjustments.

• Manage payroll-related tax compliance for local, state, and federal withholding requirements.

• Administer payroll deductions for benefits, garnishments, and retirement plan contributions in accordance with company policies and regulations.

• Administer daily benefits operations, including new hire enrollments, terminations, and life event changes such as marriage, birth, or loss of coverage.

• Manage leave of absence programs, including FMLA, short-term disability, and parental leave, ensuring compliance with applicable regulations and internal policies.

• Reconcile monthly benefit invoices to verify accurate carrier billing and correct internal cost allocations.

• Coordinate the annual benefits open enrollment process, including working with benefits brokers on plan selections, organizing employee meetings, and processing all benefit changes.

• Audit 401(k) contributions and collaborate with third-party administrators to complete annual compliance testing and reporting.

• Maintain accurate and up-to-date digital employee files while ensuring data privacy and adherence to HIPAA and other applicable regulations.

• Generate ad hoc reports for finance teams, HR leadership, and external auditors to support decision-making and compliance requirements.

• Support year-end payroll and benefits processing, including W-2 verification and ACA 1095-C reporting.

• Serve as a responsive and knowledgeable resource for employees, answering questions about payroll, benefits, and leave policies with a strong customer service mindset.

• Work independently to prioritize tasks, meet deadlines, and continuously improve payroll and benefits processes.

Essential Skills

• Bachelor’s degree in business or a related field.

• 3–5 years of payroll experience, including exposure to benefits administration.

• Hands-on experience processing multi-state payroll, including at least Florida and Tennessee.

• Experience using an HRIS for payroll and benefits administration.

• Proficiency in Microsoft Excel, including the ability to create pivot tables and use VLOOKUP functions.

• Experience with Paylocity payroll and HRIS software.

• Knowledge of FMLA, FLSA, ERISA, COBRA, and ACA compliance requirements.

• Strong attention to detail and accuracy in handling numerical data and employee records.

• Demonstrated customer service skills with the ability to support employees in a professional and empathetic manner.

• Ability to work independently, manage multiple tasks, and meet deadlines in a fast-paced environment.

• Strong analytical and problem-solving skills, particularly in resolving payroll and benefits discrepancies.

• Effective written and verbal communication skills for interacting with employees, internal stakeholders, and external partners.

Additional Skills & Qualifications

• Experience collaborating with benefits brokers on plan design and open enrollment activities.

• Prior involvement in administering 401(k) plans and coordinating annual compliance testing with third-party administrators.

• Familiarity with generating ad hoc reports for finance, HR leadership, and auditors.

• Experience supporting year-end processes, including W-2 review and ACA 1095-C reporting.

• Comfort working in a growing organization where processes evolve and new opportunities arise.

• Interest in career growth and professional development within payroll, benefits, or HR operations.

• Ability to build positive relationships across departments and contribute to a collaborative team culture.

Work Environment

The role follows a Monday through Friday schedule, typically from 8:00 a.m. to 5:00 p.m., providing a stable daytime work environment. The position operates in a professional office setting and relies heavily on HRIS platforms such as Paylocity and common productivity tools, including Microsoft Excel, for payroll, benefits administration, and reporting. The organization fosters a collaborative culture with a focus on growth and internal promotion, offering opportunities for employees to take on new responsibilities as the business expands. Team members enjoy periodic social activities, including quarterly events and informal gatherings, which help build camaraderie and strengthen relationships across the group. The work environment values accuracy, accountability, and proactive communication, while also encouraging employees to be engaged, enthusiastic, and supportive of one another.

Contact Me:

Catherine Sullivan

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Job Type & Location

This is a Contract to Hire position based out of Midlothian, VA.

Pay and Benefits

The pay range for this position is $28.84 - $40.86/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Midlothian,VA.

Application Deadline

This position is anticipated to close on Jun 12, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on click.appcast.io (%View email address on click.appcast.io) for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.