Payroll Specialist

ABOUT US

FocalTherics™ is the Global Leader in robotic energy-based therapies pioneering ultrasound innovations that transform patient lives. With a dedicated team of 300+ professionals across 50+ countries, we are at the forefront of disrupting the status quo in prostate cancer, benign prostatic hyperplasia (BPH), endometriosis, and beyond. Our Focal One® robotic platform, the first of its kind, utilizes High-Intensity Focused Ultrasound (HIFU) for targeted therapy, ensuring prostate patients experience excellent oncologic control with few side effects and a fast overall recovery.

POSITION SUMMARY

The Part-Time Payroll Specialist is responsible for the accurate and timely processing of the Company's semi-monthly payroll for approximately 80 employees across multiple states using ADP Workforce Now. Reporting to the Assistant Controller, the Payroll Specialist manages payroll processing, employee payroll data, time-off administration, payroll deductions, garnishments, payroll reconciliations, payroll-related compliance, and employment verifications. The position serves as the primary point of contact for employee payroll inquiries and works closely with Human Resources, Finance, benefits providers, ADP, and other vendors to ensure accurate payroll processing and timely payroll delivery.

The ideal candidate is an experienced payroll professional with strong multi-state payroll knowledge, exceptional attention to detail, and the ability to independently manage confidential payroll information, deadlines, and compliance requirements in a fast-paced, growing medical technology environment.

MAJOR RESPONSIBILITIES

Payroll Processing

• Process the semi-monthly payroll cycle in ADP Workforce Now, including pre-payroll validation, payroll processing, and post-processing review.
• Review payroll changes and supporting documentation for accuracy and completeness prior to each payroll.
• Process employee compensation changes, including new hires, terminations, salary and hourly rate changes, bonuses, commissions, and other earnings, as applicable.
• Process payroll deductions, including benefit deductions and other authorized deductions.
• Review payroll registers and payroll reports for accuracy and investigate and resolve discrepancies.
• Ensure timely and accurate payroll delivery and funding.
• Maintain accurate payroll records and supporting documentation.

Multi-State Payroll & Compliance

• Administer payroll for employees working across multiple states and jurisdictions.
• Maintain knowledge of applicable federal, state, and local payroll requirements.
• Monitor and apply state-specific time-off accrual, sick leave, and other applicable paid-leave requirements.
• Support compliance with applicable wage and hour, payroll tax, and reporting requirements.
• Coordinate with ADP regarding payroll tax filings, payments, notices, and payroll-related issues, as applicable.
• Maintain appropriate documentation to support payroll compliance and audit requirements.

Employee Payroll Administration

• Maintain accurate employee payroll records, including tax forms, direct deposit information, compensation changes, and other payroll-related data.
• Process employee changes associated with new hires, terminations, transfers, compensation updates, and other employment status changes.
• Administer garnishments, child support orders, tax levies, and other wage attachments.
• Completes employment verification.
• Maintain time-off balances, accrual rules, adjustments, and related employee records.
• Respond to employee payroll inquiries promptly, professionally, and confidentially.
• Partner with Human Resources to resolve employee payroll and compensation-related issues.
• Respond to requests for payroll records, including subpoenas and other legally authorized requests, in coordination with Human Resources and/or appropriate internal stakeholders.

Benefits & Deductions

• Maintain payroll-related benefit deductions and employee elections.
• Coordinate with Human Resources and benefits providers regarding enrollment changes and payroll deductions.
• ·econcile benefit deductions and related payroll records, as applicable.
• Assist with employee questions related to payroll and benefit deductions.

Reconciliations & Reporting

• Reconcile payroll registers to the general ledger and payroll-related balance sheet accounts.
• Reconcile payroll tax, benefit, and other payroll liabilities, as applicable.
• Prepare or support payroll-related journal entries and accounting reconciliations.
• Support month-end close through payroll reconciliations, reporting, and documentation.
• Prepare recurring payroll reports and other management reports as requested.
• Investigate and resolve payroll reconciliation discrepancies.

Year-End & Audit Support

• Support year-end payroll activities, including review and reconciliation of W-2 information.
• Assist with payroll tax filings, audits, workers' compensation audits, and other payroll-related reviews, as applicable.
• Maintain appropriate payroll documentation and records to support audits and compliance requirements.

Other

• Maintain strict confidentiality of employee compensation, tax, benefits, and other sensitive information.
• Identify opportunities to improve payroll processes, controls, and efficiency.
• Maintain effective working relationships with Human Resources, Finance, employees, ADP, benefits providers, and other vendors.
• Perform other accounting and payroll-related responsibilities as assigned.

QUALIFICATIONS

Position-Specific Skills

• ·Exceptional attention to detail and accuracy, with a strong commitment to payroll quality and data integrity.
• Strong organizational and time-management skills, with the ability to manage recurring payroll deadlines and competing priorities.
• Ability to work independently and take ownership of the complete payroll process.
• Strong analytical and problem-solving skills, with the ability to research discrepancies and identify appropriate solutions.
• Excellent written and verbal communication skills, with the ability to communicate effectively with employees, managers, vendors, and internal stakeholders.
• Ability to handle confidential employee, compensation, tax, and benefits information with discretion and professionalism.
• Demonstrated judgment and discretion when handling sensitive payroll and employee matters.
• Proactive, resourceful, and solutions-oriented approach to problem-solving.
• Ability to work effectively in a fast-paced, changing environment while maintaining accuracy and meeting deadlines.
• Strong customer-service orientation and an approachable, professional manner when responding to employee payroll inquiries.
• Ability to build effective working relationships with Human Resources, Accounting/Finance, employees, vendors, and external service providers.
• Demonstrated commitment to process improvement and continuous learning.

Technical Skills Required

• Hands-on experience with ADP Workforce Now, including payroll processing, employee maintenance, deductions, time-off, reporting, and payroll-related adjustments.
• Advanced proficiency in Microsoft Excel, including formulas, sorting/filtering, data analysis, and PivotTables; VLOOKUP/XLOOKUP experience preferred.
• Proficiency with Microsoft Office, including Word and Outlook.
• Working knowledge of payroll-to-general-ledger integration and payroll accounting processes.
• Experience reconciling payroll registers, payroll liabilities, benefit deductions, and payroll-related general ledger accounts.
• Working knowledge of payroll tax processes and multi-state payroll administration.
• Experience administering payroll deductions, garnishments, child support orders, tax levies, and other wage attachments.
• Experience maintaining and auditing employee payroll and time-off records.
• Experience with an ERP/accounting system such as SAP, NetSuite, or similar preferred.
• Ability to generate, analyze, and interpret payroll and management reports.
• Ability to maintain accurate electronic payroll records and supporting documentation.

Education/Training Required

Required

• Minimum 5 years of progressive payroll experience, including responsibility for processing multi-state payroll.
• Demonstrated experience administering payroll for employees across multiple states and jurisdictions.
• Strong working knowledge of the Fair Labor Standards Act (FLSA) and applicable federal, state, and local payroll requirements.
• Strong knowledge of multi-state time-off accrual and paid-leave requirements.
• Demonstrated experience with payroll reconciliations and payroll-to-general-ledger integration.
• Experience processing payroll deductions, garnishments, child support orders, tax levies, and wage attachments.
• Experience supporting payroll tax filings, year-end payroll processes, W-2 reporting, and payroll audits.
• High school diploma or equivalent required.

Preferred

• Bachelor’s degree in accounting, Finance, Business Administration, Human Resources, or a related field.
• Certified Payroll Professional (CPP) certification preferred.
• Fundamental Payroll Certification (FPC) certification preferred.
• Experience in medical device, healthcare, medical technology, or another regulated industry.
• Experience supporting payroll for approximately 75–100+ employees across multiple states.
• Experience with employee benefits administration and benefit deduction reconciliation.
• Experience working in a growing, mid-size organization.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

This position works in a standard office environment and requires regular use of a computer, telephone, keyboard, and other office equipment. The position involves extended periods of sitting and working at a computer.

The physical demands described here are representative of those that must be met by an employee to successfully perform.

• Ability to sit and work at a computer for extended periods.
• Ability to view and work on a computer monitor for extended periods.
• Ability to use a computer keyboard and standard office equipment.
• Ability to communicate effectively by telephone, email, and in person.

Pay: $30.00 - $35.00 per hour

Expected hours: 20.0 – 25.0 per week

Benefits:

• Flexible schedule
• Referral program

People with a criminal record are encouraged to apply

Education:

• High school or equivalent (Required)

Experience:

• Payroll management: 5 years (Required)

Language:

• English (Required)

License/Certification:

• Certified Payroll Professional (Preferred)

Work Location: Remote