Payroll Specialist

Job Description

Job Description

Payroll Specialist – Full-Time (Not Remote)

Position Overview

Chaliff + Associates is seeking a detail-oriented and proactive Payroll Specialist to support our CPA firm’s client base. This role serves as the primary liaison between our clients and third-party payroll providers, ensuring payroll is processed accurately, timely, and in full compliance with federal, state, and local regulations.

The ideal candidate is highly organized, responsive, and experienced in multi-state payroll coordination, with strong communication skills and a client-service mindset.

Key Responsibilities

Client Payroll Coordination

• Act as the primary point of contact between clients and payroll providers
• Ensure payroll data is submitted accurately and on time for each payroll cycle
• Review payroll reports for completeness and accuracy before final submission
• Troubleshoot payroll issues and coordinate resolutions with clients and payroll companies

Client Communication

• Maintain ongoing communication with clients regarding payroll deadlines, changes, and compliance requirements
• Provide guidance to clients on payroll-related matters and required documentation
• Follow up with clients to ensure timely submission of payroll data

Multi-State Payroll Tax & Account Setup

• Register and maintain employer accounts across multiple jurisdictions, including:
  • State withholding accounts
  • State unemployment (SUTA) accounts
  • Local tax accounts (where applicable)
  • State-specific programs (e.g., paid family leave, disability, FMLA programs)
  • Workers’ compensation accounts (as required by state)
• Monitor account status and ensure ongoing compliance with filing requirements

Compliance & Reporting

• Prepare and submit workers’ compensation audit reports
• Complete and submit Verification of Employment (VOE) requests
• Manage wage garnishments, levies, and child support orders
• Ensure proper setup and compliance for payroll deductions and withholdings

1099 & Year-End Processing

• Process 1099 payments and maintain accurate contractor records
• Review client accounts to identify missing or incomplete W-9 forms
• Assist in year-end compliance, including 1099 preparation and filing support

Additional Duties

• Maintain organized payroll records and documentation
• Stay current on payroll laws and regulatory changes across multiple states
• Assist with special payroll projects and client requests as needed

Qualifications

• 2+ years of payroll experience, preferably in a CPA firm or multi-client environment
• Experience with multi-state payroll and tax registrations
• Familiarity with third-party payroll platforms (e.g., ADP, Paychex, Gusto, etc.)
• Strong understanding of payroll compliance, tax filings, and reporting requirements
• Excellent communication and client service skills
• High attention to detail and strong organizational skills
• Ability to manage multiple clients and deadlines simultaneously

Preferred Qualifications

• Certified Payroll Professional (CPP) designation
• Experience handling multi-state compliance and registrations
• Prior experience working in a public accounting or outsourced services environment

Key Attributes for Success

• Proactive and deadline-driven
• Strong problem-solving skills
• Ability to communicate clearly with both clients and vendors
• Highly organized with the ability to manage competing priorities

Compensation & Benefits

• Base Salary (commensurate with experience and credentials)
• Generous PTO
• Health, dental, and vision coverage
• 401(k) with matching + certification reimbursement

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