Payroll Specialist

Payroll Specialist


We are seeking a highly detail-oriented Payroll Specialist on a freelance basis to support accurate, compliant, and timely payroll operations across a multi-state workforce. This role is ideal for a payroll professional who thrives in fast-paced environments, understands the nuances of payroll tax registrations, and can confidently manage sensitive employee data with precision and discretion.


The Payroll Specialist will oversee full-cycle payroll processing, maintain payroll records, support compliance reporting, and help ensure adherence to federal, state, and local regulations. The ideal candidate brings strong experience with multi-state payroll, payroll systems, tax filings, reconciliations, and process improvement.


Key Responsibilities

• Process full-cycle, multi-state payroll on a bi-weekly basis for hourly and salaried employees, including exempt and non-exempt populations.
• Review, validate, and reconcile timekeeping and payroll data before each payroll run.
• Administer payroll updates such as new hires, terminations, compensation changes, bonuses, commissions, and deductions.
• Handle off-cycle payrolls for corrections, final payments, and special disbursements as needed.
• Audit payroll records for discrepancies and resolve issues quickly and accurately.
• Establish and manage payroll tax registrations in new states and jurisdictions as workforce needs expand.
• Coordinate with state and local agencies to obtain required employer tax account numbers and unemployment accounts.
• Maintain accurate documentation for all payroll tax registrations and jurisdictional requirements.
• Monitor employee work locations to identify potential tax and registration obligations.
• Ensure compliance with federal, state, and local payroll laws and employment regulations.
• Support preparation and accuracy of quarterly and annual payroll tax filings, including forms such as 941, 940, W-2, and related state filings.
• Manage year-end payroll activities, tax reconciliations, and employee tax document distribution.
• Prepare payroll reports, reconciliations, and supporting documentation for audits and internal review.
• Maintain and improve payroll procedures, workflows, and standard operating documentation.
• Partner cross-functionally with HR, finance, and operations stakeholders to ensure payroll data accuracy across systems.


Qualifications

• 5+ years of payroll processing experience, ideally within a multi-state environment.
• Demonstrated experience setting up and maintaining payroll tax registrations across multiple jurisdictions.
• Strong understanding of payroll tax laws, wage and hour requirements, and related compliance standards.
• Hands-on experience with payroll platforms such as ADP, Gusto, Rippling, Paylocity, or similar systems.
• Advanced spreadsheet skills, including Excel or Google Sheets, for reconciliations and reporting.
• Excellent attention to detail and ability to handle confidential information with discretion.
• Strong organizational and time management skills with the ability to prioritize multiple deadlines.
• Comfort working independently in a freelance capacity while collaborating effectively with internal teams.
• Experience in high-growth, dynamic, or startup-style environments is a plus.


Employment Type


Freelance