Payroll Specialist

Role Overview


This role is responsible for processing high-volume, biweekly payroll for employees across the United States and Canada. The position supports all aspects of payroll operations, including maintaining employee time and attendance records, processing adjustments, and ensuring compliance with applicable regulations.


The Payroll Specialist ensures payroll is processed accurately, on time, and in compliance with federal, state/provincial, and local requirements. This role also supports payroll system administration and collaborates with internal stakeholders and external vendors to maintain efficient payroll operations.


Key Responsibilities

• Process biweekly payroll for a large, multi-state and cross-border workforce
• Review, validate, and maintain employee time and attendance data
• Prepare and submit payroll files to an external payroll provider
• Handle payroll adjustments, including off-cycle payments and corrections
• Administer garnishments, child support, and tax levies in accordance with regulations
• Reconcile payroll outputs and perform audits to ensure accuracy and compliance
• Maintain and update standard operating procedures for payroll processes
• Support payroll system updates, including configuration, testing, and validation of changes (e.g., earnings codes)
• Generate custom and ad hoc payroll reports as needed
• Partner with HR, finance, and other stakeholders to ensure high-quality payroll service delivery
• Participate in process improvement initiatives to enhance efficiency and accuracy
• Provide backup support for payroll leadership when required
• Assist with special projects and system implementations

Qualifications & Skills

• Bachelor's degree in Accounting, Human Resources, or a related field (preferred)
• Professional payroll certification or progress toward certification is a plus
• Minimum of 3 years of payroll experience in a high-volume environment
• Strong understanding of U.S. and/or Canadian payroll regulations, including tax laws and compliance requirements
• Knowledge of federal, state/provincial, and local employment legislation
• Proficiency with Microsoft 365 applications (Excel, Outlook, etc.)
• Experience working with payroll systems and external payroll providers
• Strong analytical and problem-solving abilities
• Excellent written and verbal communication skills
• High level of discretion and ability to handle confidential information
• Ability to work collaboratively and build effective working relationships
• Experience supporting payroll system implementations or upgrades is an asset

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.


Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice


Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.


Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact View email address on click.appcast.io .


Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal .


By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice


Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here .
• Virginia residents may access our state specific policies here .
• Residents of all other states may access our policies here .
• Canadian residents may access our policies in English here and in French here .
• Residents of countries governed by GDPR may access our policies here .

Pay Transparency Notice


Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual's skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.