Payroll Specialist

Payroll Specialist

About the Role

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.

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.

Key Responsibilities

Full-Cycle Payroll Processing

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

Multi-State Tax & Compliance

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

Tax Reconciliations

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

Systems & Reporting

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

Employee Support

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

Qualifications

Required

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

Preferred

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

What Success Looks Like in This Role

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