Payroll Specialist, North America

Job Posting: Payroll Specialist, North America

Company: Nanosonics

Location: Indianapolis, Indiana

Work Arrangement: Hybrid; On-site for the first 90 days. Upon successful completion of onboarding and demonstrated proficiency, this role offers a hybrid schedule with up to two remote workdays per week.

Travel Requirements: Occasional travel may be required.

Employment Type: Full-Time

Compensation: $55,000 -$80,000; STI: 5%

Nanosonics improves the safety of patients, clinics, their staff and the environment by transforming the way infection prevention practices are understood and conducted and introducing innovative technologies that deliver improved standards of care. Nanosonics is a company that specializes in the development of innovative solutions for the automated reprocessing of reusable medical devices.

Today, Nanosonics has a global presence with offices across Australia, Canada, the United States of America, Europe, the United Kingdom and Japan. Global HQ is located in Macquarie Park, Sydney, where all Research & Development, Manufacturing and Corporate functions reside. The US Corporate HQ is located in Indianapolis, IN.

Position Purpose

The Payroll Specialist is responsible for the accurate and timely processing of payroll and maintenance of payroll-related employee records. This role ensures compliance with federal, state, and local payroll regulations while providing excellent customer service to employees regarding payroll inquiries.

The Payroll Specialist works closely with People and Culture, Finance, managers, and employees to ensure payroll transactions are processed correctly and all related data is maintained with a high degree of accuracy and confidentiality.

Core Responsibilities

Payroll Processing

• Process end-to-end bi-weekly payroll using ADP.
• Review payroll input including hours worked, earnings, deductions, reimbursements, and tax withholding information.
• Validate payroll data and audit reports prior to payroll submission.
• Assist with payroll balancing and reconciliation activities.
• Process payroll adjustments, retroactive payments, and off-cycle payrolls as required.

Employee Data Maintenance

• Maintain payroll-related employee records including:
• New hires
• Transfers
• Pay rate changes
• Status changes
• Terminations
• Tax elections
• Direct deposit updates
• Ensure payroll and employee information is accurately maintained within ADP.

Timekeeping Administration

• Review and audit employee timesheets for completeness and accuracy.
• Work with managers to resolve missed punches, timekeeping discrepancies, and approval issues.
• Support the administration of payroll-related timekeeping processes.

Payroll Compliance

• Support compliance with federal, state, and local payroll tax regulations.
• Assist with payroll tax notices and correspondence.
• Maintain proper payroll documentation and records retention practices.
• Protect confidential employee and payroll information.

Reporting and Audits

• Prepare standard payroll reports and supporting documentation.
• Assist with internal and external audits, including payroll-related requests.
• Support Finance with payroll reporting and reconciliation activities.

Employee Support

• Respond to employee payroll questions in a timely and professional manner.
• Provide guidance regarding pay statements, tax forms, payroll deductions, and direct deposit.
• Support employees during year-end payroll activities, including W-2 distribution.

Process Improvement

• Identify opportunities to improve payroll accuracy and efficiency.
• Participate in payroll system testing and process enhancements.
• Assist with implementation of payroll-related workflow improvements.

Experience & Qualifications

Required Qualifications

• Minimum of 3 years of payroll processing experience.
• Minimum of 3 years of ADP payroll experience.
• Working knowledge of federal, state, and local payroll regulations.
• Experience processing payroll for a multi-state workforce.
• Strong attention to detail and commitment to accuracy.
• Proficiency in Microsoft Excel and Microsoft Office applications.
• Strong organizational and time management skills.
• Ability to maintain confidentiality and handle sensitive information.

Preferred Qualifications

• Associate's or Bachelor's degree in People and Culture, Business Administration, Accounting, Finance, or related field.
• Experience supporting payroll audits and reporting activities.

Candidates are encouraged to apply even if they do not meet every preferred or nice-to-have qualification.

Nanosonics is committed to fostering a diverse, inclusive, and equitable workplace where everyone feels valued and respected. We welcome applicants of all backgrounds and strive to ensure equal opportunities in recruitment, development, and advancement. We uphold the principle of equal pay for equal work and actively work to eliminate any unexplainable pay gaps. If you’re passionate about contributing to an environment where diversity thrives, we encourage you to apply.