Payroll Specialist

Job Description

Job Description

Job Title: Payroll Specialist Job Description

The Payroll Specialist will support a mid-size architecture firm in Downtown Seattle by managing end-to-end payroll processing for approximately 200 employees in a multi-state environment. This hybrid role requires working in the office two days per week (Monday and Wednesday, 8:00 a.m. to 4:30 p.m.) and focuses on accurate and timely payroll execution, payroll tax compliance, and support for month-end and year-end financial close activities. The position is part of a mission-driven, award-winning organization that values thoughtful leadership, excellent stewardship, and collaboration across multiple offices.

• Prepare and disburse monthly and semi-monthly payroll for approximately 200 employees, including 35 hourly and 165 salaried staff, in a multi-state environment.
• Review, approve, and post employee timesheets weekly or as directed, ensuring accuracy and completeness.
• Follow up directly with employees, supervisors, and leaders to resolve discrepancies in timesheets and payroll data.
• Coordinate closely with Human Resources to compile payroll data such as employee changes, new hires, terminations, and payroll deductions.
• Execute multiple payroll runs each month within established timelines, maintaining a high level of accuracy and adherence to company structure and policies.
• Ensure timely and accurate submission of payroll tax payments and returns, as well as benefit funding, in compliance with regulatory and corporate requirements.
• Support payroll system administration needs, including setting up new tax jurisdictions, configuring new earning and deduction codes, and enhancing payroll reporting.
• Reconcile payroll-related general ledger accounts according to desired timelines and support month-end and year-end close processes.
• Prepare and support compensation analysis and reporting for the company as needed, providing clear, data-driven insights.
• Maintain current and ongoing knowledge of industry trends, payroll regulations, and best practices, and apply this knowledge to improve processes and meet business needs.
• Perform payroll accounting tasks such as journal entries, reconciliations, and support for financial statement preparation.
• Assist with workers’ compensation reporting and compliance as it relates to payroll data.
• Collaborate with the broader finance and accounting team to support project-based work and reporting in an architecture, engineering, and construction (A/E/C) environment.
• Utilize payroll and accounting software tools, including ADP, Paylocity, Deltek, and Excel, to manage data entry, analysis, and reporting.
• Contribute to a positive, collaborative team culture focused on excellent stewardship, client service, and continuous improvement.

• 3–5 years of payroll experience, preferably with multi-state operational experience.
• Proven experience managing payroll for a mid-size organization, including both hourly and salaried employees.
• Strong background in payroll processing, payroll tax, and benefits administration.
• Hands-on experience with payroll accounting, including general ledger (GL) work, reconciliations, journal entries, and support for month-end and year-end processes.
• Proficiency with payroll software platforms such as ADP Payroll, Paylocity, and Workforce Now or similar systems.
• Experience with Deltek and Deltek Vantagepoint in a project-based or A/E/C industry environment.
• Knowledge of 941 tax filings and related payroll tax compliance requirements.
• Strong Excel skills for data entry, reconciliation, analysis, and reporting.
• Ability to accurately manage timesheets and coordinate closely with Human Resources on employee changes and payroll deductions.
• Attention to detail and strong analytical skills for financial statement support and compensation reporting.
• Ability to work effectively in a collaborative finance team and communicate clearly with employees at all levels.

• Education in accounting, business, or a related field is beneficial.
• Experience in the architecture, engineering, and construction (A/E/C) industry or other project-based work environments.
• Familiarity with workers’ compensation reporting as it relates to payroll.
• Comfort working with multiple offices and locations within a national firm.
• Strong organizational skills and the ability to manage multiple payroll runs and deadlines.
• Commitment to continuous learning and staying current with industry trends and regulatory changes.
• Interest in contributing to a mission-driven, design-focused organization dedicated to creating a more humane world.

This role operates in a professional, open office environment in Downtown Seattle with low to moderate noise levels and collaborative work areas for team meetings. The position follows a hybrid schedule, with in-office work required on Mondays and Wednesdays from 8:00 a.m. to 4:30 p.m., and remote work on other days as appropriate. Each office provides shared resources such as video conferencing capabilities, printing and scanning equipment, and a café space for dining and informal collaboration. The firm maintains multiple offices across Los Angeles, Seattle, Spokane, and Columbus, fostering a national, team-oriented culture. Transportation benefits include access to a reduced-cost Orca bus pass, and nearby parking is available at a daily rate for those who prefer to drive. The environment emphasizes collaboration, thoughtful leadership, and stewardship, supporting both focused individual work and cross-functional teamwork.

This is a Contract to Hire position based out of Seattle, WA.

The pay range for this position is $35.00 - $40.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a hybrid position in Seattle,WA.

This position is anticipated to close on Aug 4, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.