Payroll Specialist

Job Description Job Description Position Summary The Payroll Specialist is responsible for full-cycle payroll functions across 3-4 separate internal organizations including but not limited to, timesheet reviews & posting, processing semi-monthly payroll, preparing 401k contributions for upload, managing benefits payroll deductions, ensuring payroll tax filings are accurate, reviewing year end reports. Essential Duties and Responsibilities Payroll Processing Process full-cycle payroll for all three companies on a bi-weekly or semi-monthly schedule, ensuring accuracy and timeliness for hourly, salaried, and commission-based employees. Maintain separate payroll records, general ledger codes, and cost center allocations for each entity. Enter and audit all payroll transactions including new hires, terminations, rate changes, bonuses, garnishments, and deductions. Calculate and process off-cycle payrolls, manual checks, and final pay in compliance with applicable state laws. Reconcile payroll prior to transmission and validate post-processing reports. Multi-Entity Coordination Coordinate payroll calendars and processing schedules across all three companies to meet deadlines simultaneously. Liaise with internal team to ensure employee data is accurate, up-to-date, and consistent across all payroll systems. Adapt to varying pay structures, benefits packages, and PTO policies across entities. Compliance & Reporting Ensure compliance with federal, state, and local payroll tax requirements and wage and hour laws for all entities, including multi-state payroll where applicable. Ensure all payroll tax deposits (941, FUTA, SUTA) are accurate and on time. Manage year-end payroll processes including W-2 preparation, ACA reporting (if applicable), and reconciliation for all three companies. Stay current on changes to wage and hour laws, overtime rules, and tax regulations affecting payroll. Support internal and external audits by preparing payroll documentation and reports as requested. Data Management & Reporting Maintain and reconcile payroll data in payroll software and cross-reference against Microsoft Excel-based reports and trackers. Use Excel at an intermediate level to build and maintain payroll summaries, variance analyses, headcount reports, and ad hoc data requests (PivotTables, VLOOKUP/XLOOKUP, conditional formatting, basic formulas). Generate payroll registers, labor distribution reports, and adhoc reports for leadership. Identify and resolve payroll discrepancies, partnering with managers or employees to investigate root causes. Benefits & Deductions Administration Administer all payroll-related deductions including health, dental, vision, 401(k), and/or voluntary benefits. Coordinate with benefits carriers and brokers to ensure deduction accuracy and timely remittance. Process court-ordered garnishments, child support withholdings, and tax levies in accordance with applicable regulations. Other: Assist with event coordination activities and communications. May assist with workers compensation related matters. May assist with job postings, preparing job descriptions, onboarding activites, offboarding activites etc and other Human Resources related tasks Required Qualifications Bachelor’s Degree in Accounting, Human Resources, Business or a related field. Minimum of 5 years of hands-on, full-cycle payroll processing experience, including responsibility for the entire payroll process from data entry through reconciliation and tax filing. Demonstrated experience processing payroll for multiple entities, business units, or companies simultaneously. Intermediate proficiency in Microsoft Excel, including PivotTables, VLOOKUP/XLOOKUP, IF statements, conditional formatting, and data validation. Solid understanding of California state wage and hour laws. Working knowledge of federal and state payroll tax regulations, including multi-state payroll experience. Experience with payroll software platforms (e.g., ADP, Paychex, Paycom, Paylocity, Gusto, Ceridian/Dayforce, or similar). Strong analytical and problem-solving skills with exceptional attention to detail. Ability to manage competing priorities and meet strict deadlines across multiple organizations. High degree of professionalism and ability to handle sensitive, confidential information with discretion. Preferred Qualifications Experience with multi-state payroll and knowledge of state-specific wage and hour laws (e.g., California, Nevada, Florida, Texas). Familiarity with HRIS integrations and automated payroll data feeds. Prior experience in a multi-entity or holding company structure. Experience supporting year-end close and working with external auditors on payroll-related inquiries. Excellent communication and interpersonal skills, with the ability to build relationships with candidates, hiring managers, and external partners. Continuous improvement mindset #J-18808-Ljbffr Aquasure