Payroll Specialist

Overview

The Payroll Specialist is the operational owner of end-to-end weekly payroll processing for all entities under our Professional Employer Organization (PEO) structure. This role requires precision in calculating regular hours, overtime (OT), management commissions, and performance bonuses; thorough review of payroll registers for accuracy; and timely posting of approved payroll entries to Sage Intacct.

Responsibilities

• Multi-Entity Payroll Processing
• Process weekly payroll for all 9 Arctic Air Holdings locations across multiple legal entities under the PEO structure.
• Calculate and audit regular hours, overtime (OT), shift differentials, and any pay adjustments for hourly and salaried employees.
• Calculate and process management commissions and performance bonuses in accordance with approved compensation plans.
• Submit payroll data to the PEO on schedule and manage all follow-up communications to ensure timely disbursement.

Payroll Register Review & Accuracy

• Review and audit pre-processing payroll registers for each entity, verifying hours, rates, deductions, and compensation components.
• Identify and resolve discrepancies before payroll is finalized; escalate complex issues to Finance leadership.
• Reconcile PEO invoices against internal payroll records and resolve billing discrepancies.

Sage Intacct — GL Posting & Reporting

• Post approved weekly payroll journal entries to Sage Intacct, ensuring proper allocation across entities, departments, and cost centers.
• Generate payroll-related reports in Sage Intacct for Finance, HR, and operational management.
• Maintain Sage Intacct payroll data integrity and support month-end and year-end close activities.

Compliance & Recordkeeping

• Ensure payroll processes comply with federal, state (Florida), and local wage and hour laws, including FLSA overtime requirements.
• Maintain accurate and confidential employee payroll records across all entities and systems.
• Support year-end payroll processes including W-2 distribution, ACA reporting, and payroll audits.

Cross-Functional Collaboration

• Partner with HR and department managers across all 9 locations to verify timekeeping, employee status changes, and compensation updates.
• Assist with new-hire onboarding and termination payroll processing.
• Serve as the primary point of contact for employee questions regarding pay, deductions, commissions, and tax withholding.

Qualifications

• Proven experience with payroll management using systems such as Workday, ADP, Paychex, Kronos, UltiPro, or Ceridian
• Strong understanding of employment law, tax law, labor law compliance, and financial concepts related to payroll processing
• Proficiency in spreadsheets (Excel) for data analysis, account reconciliation, and report generation
• Solid background in accounting or finance with knowledge of general ledger accounting and journal entries
• Familiarity with time & attendance systems and HRIS platforms for accurate data management
• Excellent attention to detail with the ability to handle confidential information securely
• Strong analytical skills combined with effective communication abilities to resolve payroll discrepancies efficiently

REQUIRED QUALIFICATIONS

• 3 years of end-to-end payroll processing experience in a multi-site or multi-entity environment.
• Demonstrated experience processing payroll under a PEO model (e.g., Frank Crum, ADP TotalSource, Paychex, TriNet, or similar).
• Proficiency with Sage Intacct — including payroll GL posting, journal entries, and report generation.
• Strong working knowledge of overtime rules, commission structures, and bonus payroll calculations.
• Solid understanding of federal and Florida wage and hour laws, FLSA, and payroll compliance.
• High proficiency in Microsoft Excel for data validation, reconciliation, and reporting.
• Exceptional attention to detail with ability to manage multiple payroll cycles and deadlines simultaneously.Ability to handle highly sensitive and confidential payroll information with discretion.
• Demonstrates initiative to improve processes, automate
• Experience with HRIS implementation preferred (Ex: Rippling)
• Desire to take on additional duties as payroll processes become more streamlined and help with benefits administration strongly desired.

PREFERRED QUALIFICATIONS

• Experience in the HVAC, skilled trades, or field-service industry payroll environment.
• Familiarity with timekeeping systems and HRIS platforms integrated with PEO and Sage Intacct.
• FPC (Fundamental Payroll Certification) or CPP (Certified Payroll Professional) designation.
• Experience supporting benefits administration and open enrollment payroll deduction setup.

Pay: $28.00 - $32.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $28 - $32