Payroll Specialist

Description

POSITION SUMMARY:

The Payroll Specialist is responsible for accurate and timely payroll processing for approximately 300 employees across multiple states. This position manages payroll data, reviews time and earnings, performs payroll and general ledger reconciliations, prepares and posts journal entries, and helps maintain compliance with federal, state, and local requirements. The ideal candidate is detail-oriented, dependable, and comfortable working independently while partnering closely with Finance, Human Resources, employees, and payroll vendors.

CORE ESSENTIAL RESPONSIBILITIES:

• Process accurate and timely bi-weekly payroll for employees across multiple states, including regular, supplemental, off-cycle, and final payments.
• Review, validate, and audit employee payroll information, including time records, compensation changes, earnings, deductions, garnishments, taxes, and paid time off, to ensure payroll accuracy and compliance.
• Audit and reconcile employee benefit deductions and related benefit charges, including medical, dental, vision, retirement, and other applicable benefit programs, to ensure accuracy and consistency with authorized elections, applicable rates, and effective dates. Identify discrepancies and coordinate necessary corrections with Human Resources, Finance, and external providers.
• Maintain, review, and validate payroll system configurations within Paylocity, including multi-state payroll rules, tax settings, earning and deduction codes, and other payroll-related configurations to support accurate payroll processing and regulatory compliance.
• Audit payroll results, investigate discrepancies, and coordinate timely corrections with employees, management, Human Resources, Finance, and external payroll providers.
• Apply and monitor applicable federal, state, and local payroll requirements, including wage and hour regulations, payroll taxes, deductions, and reporting obligations, to support compliance across multiple jurisdictions.
• Perform payroll reconciliations, including payroll registers, tax liabilities, retirement contributions, bank activity, and payroll-related general ledger accounts to ensure accuracy and completeness.
• Complete payroll-related accounting activities, including journal entries, adjustments, account reconciliations, and supporting documentation for month-end, quarter-end, and year-end financial close processes.
• Execute year-end payroll activities, including W-2 reconciliation, payroll balancing, corrections, and required regulatory reporting.
• Maintain accurate and confidential payroll records in accordance with applicable record-retention requirements, organizational policies, and internal control procedures.
• Research and resolve employee payroll inquiries and communicate payroll-related information accurately while maintaining confidentiality.
• Prepare payroll reports, reconciliations, and supporting documentation for internal reporting, financial reviews, regulatory requirements, and audits.

Requirements

REQUIRED EDUCATION & EXPERIENCE

• Associate degree or higher in Accounting, Finance, Business Administration, or a related field required; bachelor’s degree strongly preferred.
• Three or more years of hands-on payroll processing experience; multi-state payroll experience strongly preferred.

REQUIRED CERTIFICATES, LICENSE OR REGISTRATION

• Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC) preferred.

REQUIRED KNOWLEDGE, SKILLS OR ABILITIES

• Working knowledge of federal, state, and local payroll and wage-and-hour requirements.
• Experience performing payroll reconciliations and preparing general ledger journal entries.
• Strong proficiency in Microsoft Excel, including functions, lookups, pivot tables, and data validation.
• Experience with Paylocity a plus.
• Experience processing payroll in Florida and supporting employees in multiple state and local tax jurisdictions preferred.
• Familiarity with accounting systems, payroll interfaces, general ledger feeds, and payroll-related internal controls preferred.
• Strong analytical, organizational, and problem-solving skills with close attention to detail.
• Ability to manage deadlines, prioritize competing demands, and maintain accuracy in a high-volume environment.
• Sound judgment and a commitment to confidentiality.
• Clear written and verbal communication skills and a service-oriented approach.
• Key competencies: payroll accuracy and ownership; reconciliation discipline; accounting aptitude; multi-state compliance awareness; discretion; responsiveness; process improvement; collaboration; and deadline management.