Payroll and Compliance Specialist

• Administer end-to-end payroll processing for all employees on a bi-weekly basis. 

• Maintain accuracy of all payroll data within the Payroll/HRIS system, including new hires, terminations, pay changes, and benefit deductions. 

• Verify timekeeping and reconcile pay registers prior to submission. 

• Coordinate with Finance to reconcile payroll to the general ledger and ensure accurate posting of payroll-related accounts. 

• Review and validate quarterly payroll tax filings (Forms 941, 940, SUTA, etc.) for accuracy. 

• Maintain payroll calendars, ensuring all deadlines and cutoff dates are met. 

• Act as primary contact for payroll vendor, responding to and resolving discrepancies promptly. 

• Prepare payroll summary and year-to-date reports for audit and management review. 

Year-End Payroll Processing 

• Prepare, verify, and distribute W-2 forms; reconcile W-2 data to quarterly 941 reports and general ledger. 

• Generate and file electronic submissions (EFW2) to the SSA via Business Services Online (BSO). 

• Prepare W-2c/W-3c corrections when required and communicate with affected employees. 

• Prepare, verify, and distribute 1099 forms for nonemployee compensation; reconcile totals to vendor payments in the accounts payable system. 

• File 1099s electronically via the IRS IRIS portal and ensure accurate mapping of boxes and state copies. 

• Maintain documentation and evidence (e.g., payroll registers, reconciliation worksheets, submission confirmations) for each year-end task. 

Compliance and Reporting 

• Ensure compliance with federal, state, and local employment laws, wage and hour regulations, and payroll tax requirements. 

• Prepare and submit recurring compliance reports, including but not limited to: 

• ACA (Affordable Care Act) filings 

• EEO-1 Reports 

• Workers’ Compensation audits 

• Retirement plan census and testing files 

• Monitor changes in employment legislation, payroll tax laws, and reporting requirements. 

• Maintain compliance calendars and ensure timely submission of all filings. 

• Collaborate with HR to ensure compliance with employee benefit programs and leave policies. 

• Serve as an internal subject matter expert on payroll compliance, ensuring adherence to PMG’s policies and internal controls. 

Accounts Payable and Vendor Compliance 

• Support 1099 compliance for vendor payments, including W-9 collection, TIN validation, and classification review. 

• Coordinate with Accounts Payable to verify vendor payment accuracy and exclusion of corporate entities where required. 

• Reconcile vendor reports and prepare 1099-MISC and 1099-NEC filings. 

• Maintain vendor documentation repository and ensure retention of W-9 and filing evidence. 

Internal Controls and Documentation 

• Develop and maintain standard operating procedures (SOPs) for all payroll and compliance processes. 

• Maintain organized records of payroll, benefits, and tax filings for audit readiness. 

• Support external audits and respond to auditor requests for payroll and compliance documentation. 

• Partner with Finance and HR leadership to review and strengthen internal control practices. 

• Ensure that all evidence artifacts (registers, reports, submission receipts) are retained per PMG’s recordkeeping policy. 

Employee Support and Communication 

• Provide responsive, professional support to employees regarding payroll, deductions, and compliance inquiries. 

• Educate staff on pay, timekeeping, and benefits procedures. 

• Collaborate with HR and leadership to ensure consistent communication of payroll policies and updates. 

Continuous Improvement 

• Recommend process enhancements that improve accuracy, timeliness, and compliance. 

• Participate in professional development to stay informed of evolving payroll and HR compliance trends. 

• Assist with special projects as assigned by the Director of Finance or Director of Talent. 

SUPERVISORY RESPONSIBILITY 

• This position does not have direct supervisory responsibilities but collaborates closely with the HR and Finance teams to ensure accuracy and compliance across payroll and benefit processes. 

EDUCATION AND/OR EXPERIENCE 

• Bachelor's degree in accounting, Human Resources, Business Administration, or related field preferred. 

• Minimum 3–5 years of experience in payroll administration and compliance. 

• Proficiency with Payroll/HRIS systems (e.g., ADP, Paylocity, or similar), Microsoft Excel, and accounting systems. 

• Strong understanding of employment laws, payroll tax regulations, and benefit compliance requirements. 

• Excellent organizational skills, attention to detail, and ability to meet strict deadlines. 

• Strong written and oral communication skills. 

• Ability to handle confidential information with discretion. 

• Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) preferred. 

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WORK ENVIRONMENT 

Position is in an office setting that involves everyday risks or discomforts requiring normal safety precautions. On occasion, the individual must be able to do moderately demanding physical activity such as handling and opening boxes weighing 35-40 pounds, standing and walking extensively throughout the day. 

BENEFITS 

People come first at PMG. That goes for both our clients and our team members. We are known for our exceptional customer service and work ethic. Our clients are like family to us! But our real families are also a priority. From flexible work schedules, including work-from-home plans, paid volunteer days, profit sharing and more, PMG takes great care of its team members. 

• We offer: 

• Medical, Vision, and Dental insurance 

• Disability insurance 

• 401(k) 

• 2 Personal Days, 8 Paid Holidays, PTO Days 

• 6 weeks parental leave 

• Employee Development 

• Paid Volunteer Day 

• We are passionate about creating a workplace that promotes and values diversity. We serve associations that are global, multicultural, and diverse, and we want to reflect that inside our walls. More importantly, creating an environment where everyone, from any background, can do their best work is just the right thing to do.