Payroll Specialist

Job Description

Job Description

Job Title: HR & Executive Support Specialist (Payroll Specialist Focus)
Job Description

This hybrid HR & Executive Support Specialist role combines hands-on payroll and benefits administration with generalist-level HR coordination and dedicated administrative support to the CEO. The position centers on ensuring accurate, compliant, and efficient HR operations while enabling executive productivity in a fast-paced medical device environment. The role offers the opportunity to grow into a broader HR Generalist position as the organization continues to evolve.

Responsibilities

• Process and audit semi-monthly or bi-weekly payroll to ensure accuracy, timeliness, and compliance with internal policies and applicable regulations.
• Maintain employee records and ensure data integrity within the HRIS, such as Workday, including updates to personal information, job changes, and compensation data.
• Administer employee benefits programs, including health, dental, vision, and retirement plans, ensuring accurate enrollment, changes, and terminations.
• Coordinate open enrollment activities, including scheduling, employee communications, and updates within HR systems and with external vendors.
• Track and administer leaves of absence, including FMLA and state-specific leaves, ensuring proper documentation and compliance with applicable laws.
• Serve as the primary point of contact for level 1 employee benefits questions and escalate more complex issues as needed.
• Coordinate with external vendors, including payroll providers, benefits brokers, and insurance carriers, to resolve issues and support ongoing HR operations.
• Support onboarding processes by coordinating pre-employment checks, collecting required documentation, and ensuring new hire Day 1 readiness.
• Assist with new hire orientation logistics and materials to support a positive onboarding experience.
• Support offboarding processes by coordinating documentation, system updates, and final payroll and benefits actions.
• Assist with job postings, candidate scheduling, and recruiting coordination to support hiring managers and recruiters.
• Maintain and update HR policies, standard operating procedures, and compliance documents to reflect current practices and regulatory requirements.
• Run standard HR reports and support internal and external audits, including EEO, AAP, and other compliance reviews.
• Ensure HR practices comply with federal and state regulations, particularly in Washington and California, as well as internal company policies.
• Support training coordination and HR initiatives by scheduling sessions, tracking participation, and maintaining related records.
• Provide basic HR guidance to employees on policies, procedures, and HR processes, excluding employee relations case management.
• Manage and coordinate the CEO’s calendar, including scheduling internal and external meetings and resolving conflicts proactively.
• Prepare and reconcile CEO expense reports using Concur or similar expense management platforms.
• Coordinate travel arrangements, logistics, and itineraries for the CEO, ensuring efficient and cost-effective travel plans.
• Assist with preparation of presentations, meeting materials, and briefing documents for the CEO.
• Act as a liaison between the CEO and internal teams when needed, ensuring timely communication and follow-up on action items.
• Support special projects and ad hoc requests from the CEO, adapting to changing priorities and timelines.
• Assist with office coordination activities as needed, including general administrative support for HR and other departments.
• Maintain HR files, documentation, and shared resources in an organized, secure, and accessible manner.
• Support cross-functional administrative needs across departments, contributing to smooth day-to-day operations.
• Perform other duties as assigned to support HR operations and executive leadership in a growing organization.

• Bachelor’s degree in Human Resources, Business Administration, or a related field, or equivalent relevant experience.
• 2–4 years of experience in HR, HR coordination, or a similar administrative role.
• Hands-on experience supporting payroll processing and benefits administration.
• Experience working with HRIS systems, such as Workday, including data entry, maintenance, and reporting.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Experience using Concur or similar expense management platforms for expense reporting and reconciliation.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders in a fast-paced environment.
• High level of discretion and professionalism when handling confidential and sensitive employee and executive information.
• Attention to detail and accuracy in payroll, benefits, documentation, and reporting.
• Effective written and verbal communication skills, with the ability to interact professionally with employees and leadership.
• Customer service mindset when supporting employees, managers, and executives.
• Ability to operate independently, take initiative, and adapt to a dynamic and evolving environment.

• Experience working in a medical device, biotechnology, or other regulated industry environment.
• Familiarity with multi-state HR compliance requirements, particularly in Washington and California.
• Exposure to onboarding workflows, HR audits, and preparation or maintenance of compliance documentation.
• HR certification such as SHRM-CP or PHR, or progress toward such certification.
• Demonstrated ability to prioritize tasks effectively and manage time in a fast-paced setting.
• Strong prioritization and follow-through skills to support both HR operations and executive needs.
• Interest in and motivation to grow into a broader HR Generalist role as responsibilities and organizational needs expand.

The role operates within a fast-paced, growing medical device organization that supports approximately 165 employees across multiple locations. You will work as part of a collaborative HR team that balances structured HR processes with the flexibility required to support executive leadership. The position involves regular use of HRIS tools such as Workday, Microsoft Office applications, and expense platforms such as Concur. The environment emphasizes accuracy, compliance, and responsiveness, with frequent interaction across departments and with external vendors. The role requires comfort working in a dynamic setting where priorities can shift quickly, and where both operational HR work and executive support responsibilities are integral to the organization’s success.

Job Type & Location

This is a Contract to Hire position based out of Redmond, WA.

The pay range for this position is $28.00 - $30.00/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)

This is a fully onsite position in Redmond,WA.

This position is anticipated to close on Jun 29, 2026.

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® Platinum Award 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 ziprecruiter.com 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.