Payroll Specialist

Job Description

Job Description

Job Title: Payroll Specialist Job Description

The Payroll Specialist supports a mid-size architecture firm by accurately preparing and processing multi-state payroll for approximately 200 employees in a hybrid work setting. This role manages both monthly and semi-monthly payroll cycles, ensures compliance with payroll tax and benefit funding requirements, and assists with month-end and year-end financial close. The position also contributes to general accounting activities and compensation analysis while partnering closely with Human Resources and the broader finance team.

• Prepare and process monthly and semi-monthly payroll for approximately 200 employees, including 35 hourly employees paid semi-monthly and 165 salaried employees, 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 and issues related to timesheets and payroll data.
• Coordinate with Human Resources to compile and maintain payroll data, including new hires, employee changes, terminations, and payroll deductions.
• Execute multiple payroll runs each month within established timelines, ensuring accuracy and adherence to the company’s payroll 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 by setting up new tax jurisdictions, earnings codes, deduction codes, and enhanced reporting as needed.
• Reconcile payroll-related general ledger accounts within required timelines and support the accuracy of financial records.
• Assist with month-end and year-end close activities, including journal entries and payroll-related account reconciliations.
• Prepare and support compensation analysis and reporting for the company, providing data and insights as requested by leadership.
• Maintain current and ongoing knowledge of payroll, tax, and benefits administration trends and apply this knowledge to improve processes and meet business needs.
• Utilize payroll software and accounting systems, including Deltek and Paylocity, to process payroll, perform reconciliations, and support financial reporting.
• Contribute to financial statement support through accurate payroll accounting and data entry.
• Collaborate with the finance team and other departments in a professional, mission-driven environment focused on excellent stewardship and client service.

• Experience processing multi-state payroll, including both hourly and salaried employees.
• 3–5 years of experience in accounting, payroll, or a closely related field, preferably with multi-state operational experience.
• Background in the architecture, engineering, construction (A/E/C) industry or other project-based work environments.
• Hands-on experience with Deltek, including Deltek Vantagepoint, for project-based accounting and payroll-related functions.
• General ledger (GL) experience, including payroll-related reconciliations and journal entries.
• Proficiency in payroll processing, payroll tax compliance, and benefits administration.
• Experience with payroll software such as ADP, Paylocity, and similar platforms.
• Strong skills in timesheet review, approval, and reconciliation.
• Proficiency with Microsoft Excel for data analysis, reconciliation, and reporting.
• Ability to perform accurate data entry and support financial statement preparation and analysis.
• Demonstrated ability to manage multiple payroll runs and meet strict deadlines.
• Strong analytical skills with attention to detail and accuracy in all payroll and accounting tasks.

• Education in accounting, business, or a related field.
• Experience working in an architecture or construction-focused environment.
• Familiarity with payroll accounting, including month-end processes and reconciliations.
• Experience with payroll tax filings, benefit funding, and compliance in a multi-state setting.
• Knowledge of deduction management, including benefits and other payroll-related deductions.
• Ability to support compensation analysis and produce clear, accurate payroll and financial reports.
• Comfort working in a mission-driven, design-focused firm with a collaborative culture.
• Strong communication skills for working with employees, Human Resources, and finance team members.

This position operates in a professional open office environment with low to moderate noise levels and a strong emphasis on collaboration. The role follows a hybrid schedule, with in-office work two days per week on Monday and Wednesday from 8:00 a.m. to 4:30 p.m. Each office provides collaborative work areas, video conferencing capabilities, printing and scanning resources, and a café for dining. The firm maintains a mission-driven culture, staying at the forefront of critical issues and diverse user experiences, and is recognized for its design excellence and commitment to stewardship and giving back. The team consists of thoughtful leaders, trailblazers, experts, and professional staff dedicated to bringing clients’ ideas to life. Public transit support is available through a subsidized transit pass, and parking options are offered nearby for those who choose to drive. Technologies commonly used include payroll and accounting platforms such as Deltek (including Deltek Vantagepoint), Paylocity, and other payroll software, as well as standard office productivity tools like Excel and video conferencing systems.

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 Jul 31, 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.