Payroll Specialist

Position Summary

At our firm, we take care of our clients through trusted relationships, strategic guidance, and innovative solutions that make the complex simple.

The Payroll Specialist plays a critical role in fulfilling our mission by providing accurate, timely, and compliant payroll services while building meaningful client relationships. This position serves as a trusted resource for clients by simplifying complex payroll matters, proactively identifying solutions, and guiding businesses through payroll and compliance challenges.

This role offers the opportunity to become a trusted advisor to business owners by providing guidance that helps them confidently navigate payroll, compliance, and workforce-related challenges.

The ideal candidate demonstrates technical payroll expertise, a commitment to exceptional client service, strong attention to detail, and a genuine desire to help clients succeed.

Essential Duties and Responsibilities

Client Payroll Administration

• Process payroll accurately and timely for multiple clients across a variety of industries.
• Review payroll data for completeness, accuracy, and compliance.
• Maintain employee records and payroll information within payroll systems.
• Process payroll changes including new hires, terminations, compensation changes, bonuses, commissions, and benefit deductions.
• Ensure all payroll deadlines are met consistently.

Payroll Tax & Compliance Management

• Monitor payroll tax filings, deposits, and accounts to ensure compliance with federal, state, and local requirements.
• Research and resolve payroll tax discrepancies.
• Review notices and correspondence from taxing authorities.
• Coordinate corrections, amended filings, and adjustments when necessary.
• Stay informed of changes in payroll laws, tax regulations, and compliance requirements.

Multi-State Payroll Administration

• Process payroll for clients operating in multiple states and jurisdictions.
• Monitor state-specific registration, withholding, unemployment, and tax requirements.
• Assist clients in maintaining compliance across all applicable jurisdictions.
• Research and communicate regulatory changes that may impact clients.

Garnishments & Payroll Deductions

• Administer wage garnishments, child support orders, tax levies, creditor garnishments, and other involuntary deductions.
• Calculate withholding amounts according to applicable regulations.
• Communicate with agencies and clients regarding garnishment requirements.
• Monitor compliance and ensure timely remittance of withheld funds.
• Maintain accurate documentation related to employee deductions and court-ordered payments.

Agency Correspondence & Issue Resolution

• Communicate directly with federal, state, and local agencies regarding payroll matters.
• Respond to payroll notices, inquiries, audits, and compliance issues.
• Research problems, identify solutions, and coordinate resolution on behalf of clients.
• Keep clients informed throughout the resolution process.
• Take ownership of issues until complete resolution is achieved.

New Client Onboarding & Implementation

• Set up new payroll clients and payroll accounts.
• Gather, validate, and organize client payroll information.
• Coordinate payroll transitions from prior providers.
• Establish payroll tax accounts and reporting requirements.
• Train clients on payroll processes and system functionality.
• Ensure a smooth and successful onboarding experience.

Year-End Payroll Services

• Assist clients with annual wage determinations and payroll planning.
• Prepare and review year-end payroll reports.
• Process W-2s, W-3s, and related annual payroll filings.
• Assist clients with year-end compliance and reporting requirements.
• Support annual payroll reconciliations and reporting activities.

Payroll Consulting & Strategic Guidance

• Serve as a trusted advisor by helping clients navigate payroll-related questions and challenges.
• Provide strategic guidance regarding payroll processes, compliance requirements, and workforce-related matters.
• Recommend payroll best practices and process improvements.
• Identify potential compliance risks and provide practical solutions.
• Assist clients in understanding payroll regulations and employer responsibilities.
• Partner with accounting and advisory teams to deliver comprehensive client solutions.
• Look for opportunities to simplify payroll processes and improve the client experience.
• Proactively educate clients on payroll trends, regulatory changes, and best practices that impact their business.

Client Service & Relationship Management

• Build and maintain strong client relationships through exceptional service.
• Respond to client inquiries promptly and professionally.
• Communicate complex payroll matters in a way that clients can easily understand.
• Demonstrate professionalism, empathy, and responsiveness in all client interactions.
• Consistently create a positive client experience.
• Become a trusted point of contact for clients by delivering dependable guidance and support.

Continuous Improvement

• Identify opportunities to improve internal processes and efficiencies.
• Embrace technology solutions that enhance accuracy and client service.
• Participate in professional development and ongoing learning.
• Contribute ideas that support the growth and success of the payroll team.

Living Our Values

Build Trust Through Integrity

• Maintains confidentiality and security of sensitive payroll information.
• Delivers accurate work and follows through on commitments.
• Builds credibility through honesty, transparency, and professionalism.

Make it Simple

• Simplifies complex payroll requirements and regulations for clients.
• Creates efficient processes that improve the client experience.
• Provides practical, easy-to-understand solutions.

Stay Curious

• Continuously develops payroll knowledge and expertise.
• Stays current on changing regulations and industry trends.
• Seeks opportunities to improve services and client outcomes.

Own the Outcome

• Takes accountability for payroll accuracy, compliance, and client satisfaction.
• Proactively identifies issues and drives solutions.
• Sees challenges through to resolution.

Care Personally

• Builds meaningful relationships with clients and coworkers.
• Demonstrates empathy, responsiveness, and a genuine desire to help others succeed.
• Treats each client's business with the same care and attention as their own.

Qualifications

Required

• Experience processing payroll for multiple clients or entities.
• Knowledge of payroll tax regulations and compliance requirements.
• Strong organizational, problem-solving, and time-management skills.
• Exceptional attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and deadlines.
• To help maintain a trusted and secure workplace, final candidates must successfully complete a background check prior to employment.

Preferred

• Experience in a CPA firm, accounting firm, or payroll service environment.
• Multi-state payroll experience.
• Experience administering garnishments, child support orders, tax levies, and agency correspondence.
• Experience with payroll software platforms and payroll reporting.

What Success Looks Like

A successful Payroll Specialist consistently delivers accurate and compliant payroll services, develops trusted client relationships, proactively solves problems, and provides strategic guidance that helps clients confidently manage payroll responsibilities. They make the complex simple, become a trusted advisor to business owners, and embody our mission and values in every client interaction.

Job Type: Full-time

Pay: $24.00 - $28.00 per hour

Benefits:

• Health insurance
• Life insurance
• Retirement plan

Education:

• High school or equivalent (Preferred)

Experience:

• Public accounting: 3 years (Preferred)
• Quickbooks: 3 years (Preferred)
• Payroll: 3 years (Required)

Language:

• English (Preferred)

Work Location: In person