Payroll Specialist

Payroll Specialist

U.S.-based employees have access to medical, dental, and vision insurance, a 401(k) plan and company contribution, short-term and long-term disability coverage, basic life insurance, and wellbeing benefits, among others. U.S.-based employees also receive, per calendar year, up to 6 scheduled paid holidays. Additionally, eligible hourly/non-exempt and exempt employees accrue up to 112 hours of PTO based on years of service and may annually take up to 8 hours of paid volunteer time. Additional paid sick leave is also provided if required by state or local law.

The Payroll Specialist serves as the senior individual contributor on the payroll team, responsible for the accurate and timely processing of the organization's multi-state and international payroll with a high degree of confidentiality and independence. Working with the Payroll Administrator, the Payroll Specialist owns end-to-end payroll execution, leads process improvement and compliance efforts, and serves as a subject matter expert and technical resource across the organization. This role bridges operational payroll execution with a higher level of analytical ownership, audit support, and cross-functional collaboration compared to the Payroll Administrator, while operating without direct people management responsibilities.

Essential Functions:

• Independently prepare and process bi-monthly multi-state payroll and monthly international payroll with minimal supervision, serving as the primary payroll processor
• Serve as the escalation point for complex payroll discrepancies, irregularities, and employee inquiries; research and resolve issues thoroughly
• Reconcile payroll to the general ledger and perform related journal entries and account reconciliations
• Maintain and optimize payroll system configuration, including employee records, leave balances, benefit deductions, and garnishments
• Review, analyze, and certify quarterly payroll tax filings for federal and multiple states; identify and remediate filing errors
• Ensure ongoing compliance with local, state, and federal wage and hour laws; proactively monitor regulatory changes and communicate impacts to stakeholders
• Research emerging tax and withholding regulations and implement procedural updates as needed
• Administer the 401(k) plan, including contributions, disbursements, and annual compliance requirements
• Prepare and distribute weekly, monthly, quarterly, and year-end payroll reports (gross payroll, hours worked, vacation accrual, tax deductions, benefit deductions, etc.) for management
• Lead payroll system improvements and participate in system upgrades, integrations, and testing in coordination with HR and IT
• Develop and maintain standard operating procedures (SOPs) for core payroll processes to ensure consistency and audit readiness
• Support internal and external audits by preparing documentation, reconciliations, and responding to audit inquiries
• Mentor and provide guidance to Payroll Administrator(s) on technical payroll questions and process execution
• Facilitate cross-functional understanding of payroll processes and procedures across HR, Finance, and management
• Act as subject matter expert for payroll across the organization, advising on policy interpretation and complex scenarios

Competencies:

1. Ensures Accountability
2. Tech Savvy
3. Communicates Effectively
4. Values Differences
5. Customer Focus
6. Resourcefulness
7. Drives Results
8. Plans and Prioritizes
9. Decision Quality
10. Self-Development

Work Environment:

This position is based in a professional office setting and regularly utilizes workplace technology, including computers, smartphones, multifunction printers, cloud-based filing systems, and collaboration tools.

Physical Demands:

This role requires physical capabilities that support the successful execution of key responsibilities. The employee regularly engages in verbal and written communication with colleagues and clients to address project-related inquiries and must be able to convey accurate information clearly and efficiently. The position involves remaining seated at a workstation for approximately 75% of the time, with occasional movement throughout the office to access equipment, supplies, and shared resources. Daily tasks include consistent use of computers and standard office technology such as keyboards, printers, and multifunction devices. The role also involves transporting equipment boxes weighing up to 25 pounds within the building and to other offsite locations as needed for project support.

Required Education and Experience:

High School Diploma Required

5 - 7 years of experience

Qualifications:

• 5–7 years of progressive payroll processing experience, including multi-state and international payroll
• Solid understanding of federal and state wage and hour laws, including payroll taxes, withholding, deductions, and garnishments
• Demonstrated ability to work independently, manage competing priorities, and meet recurring deadlines with accuracy
• Proficiency in ADP and/or Paychex payroll systems
• Advanced proficiency in Microsoft Excel (pivot tables, VLOOKUPs, data reconciliation)
• Hands-on experience in an accounting or finance environment with general ledger exposure
• Experience supporting payroll audits and preparing compliance documentation
• Strong analytical and problem-solving skills with a high degree of attention to detail
• Excellent communication skills; able to explain payroll concepts clearly to non-payroll stakeholders
• CPP (Certified Payroll Professional) designation preferred
• Bachelor's degree in accounting, Finance, Business Administration, or related field preferred; equivalent experience considered

AAP/EEO Statement:

3MD Inc. is an equal opportunity employer and does not discriminate based on gender, sex, age, race and color, religion, marital status, national origin, disability, sexual orientation, gender identity or expression, veteran status or any other category that is protected by applicable law.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.