Payroll Specialist

Job Description

Payroll Specialist

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About the Role

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We are seeking a detail-oriented Payroll Specialist to own the full-cycle payroll process for a multi-state workforce. This role is responsible for accurate, timely, and compliant payroll processing from start to finish while serving as a key point of contact for payroll-related questions across the organization. This role will also be responsible for analyzing current practices, creating workflows, and developing process improvements to make payroll more efficient.

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The ideal candidate has hands-on ADP Workforce Now experience, a strong grasp of multi-state payroll tax rules, and is comfortable owning tax reconciliations as a regular part of the payroll cycle.

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Key Responsibilities

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Full-Cycle Payroll Processing

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• Process weekly/semi-monthly payroll for multi-state employer with exempt and non-exempt employees
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• Support and maintain employee payroll data: new hires, terminations, pay changes, deductions, garnishments, and direct deposit information
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• Calculate and process off-cycle payments, retroactive adjustments, bonuses, and final paychecks in accordance with state-specific requirements
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• Setup and manage earning codes, deduction codes, and department tables
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• Review time and attendance data for accuracy prior to payroll submission
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Multi-State Tax & Compliance

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• Maintain accurate state and local tax setups for a multi-state workforce
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• Monitor and apply changes in state/local payroll tax laws, minimum wage requirements, and paid leave mandates
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• Ensure timely registration for new state withholding and unemployment tax accounts as the company expands into new states
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• Process I-9 documentation for new hires and ensure timely completion in accordance with federal employment eligibility requirements
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Tax Reconciliations

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• Perform periodic (monthly/quarterly) reconciliations of payroll tax liabilities against ADP tax filings and general ledger postings
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• Reconcile quarter-end and year-end tax filings (941, state withholding, SUI) and resolve discrepancies with ADP Tax Services
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• Process payment for workers compensation insurance premiums for Ohio and Washington
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• Parther with ADP to reconcile W-2s and W-2c corrections; support annual year-end payroll tax close
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• Investigate and resolve tax notices from federal, state, and local agencies
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Systems & Reporting

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• Serve as a power user of ADP (Workforce Now or similar) for payroll processing, tax filing, and report generation
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• Reconcile payroll registers to the general ledger each pay cycle and partner with Accounting on payroll-related journal entries and accruals
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• Generate ad hoc payroll reports for Finance and leadership as needed
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• Maintain payroll documentation and support internal/external audits
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Employee Support

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• Respond to employee inquiries regarding paychecks, deductions, tax withholding (W-4), and payroll policies
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• Partner with management on the payroll impact of leaves of absence, benefits deductions, and retirement plan contributions
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Qualifications

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Required

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• Minimum of 3 years of full-cycle payroll processing experience, including multi-state payroll
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• Hands-on experience with payroll platforms (ADP Workforce Now, ADP Vantage, or similar)
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• Demonstrated experience performing payroll tax reconciliations (liability, GL, and quarterly/annual filings)
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• Solid working knowledge of federal, state, and local payroll tax regulations
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• Strong Excel skills (pivot tables, VLOOKUP/XLOOKUP, reconciliation workbooks)
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• High degree of accuracy and discretion when handling confidential compensation data
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Preferred

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• Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP)
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• Experience with garnishments, multi-state unemployment, and reciprocity agreements
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• Prior experience supporting a payroll tax audit or agency notice resolution
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• Familiarity with general ledger coding and payroll journal entries
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What Success Looks Like in This Role

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• Payroll is processed accurately and on time, every cycle, across all states
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• Tax reconciliations are completed proactively, with discrepancies caught and resolved before quarter/year-end filings
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• Employees and internal stakeholders receive clear, timely answers to payroll questions
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• Payroll tax compliance risk is minimized through proactive monitoring of law changes and jurisdictional requirements
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