Payroll Specialist

Payroll Specialist

The Payroll Specialist is responsible for processing and managing multi-state payroll operations for our organization, ensuring accuracy, compliance, and efficiency. This role involves maintaining payroll records, processing tax filings, handling employee inquiries, and collaborating with HR and Finance to ensure seamless payroll processing. The Payroll Specialist plays a critical role in ensuring employees are paid accurately and on time while adhering to all federal, state, and local regulations.

Essential Functions:

• Accurately process bi-weekly and monthly payroll for all multi-state employees and 1099s, ensuring timely submission.
• Review and validate payroll data, including, but not limited to hours worked/visits, overtime, bonuses, and deductions.
• Process off-cycle payrolls and retroactive payments as needed.
• Ensure proper calculation and withholding of payroll taxes, benefit deductions, 401K, and garnishments.
• Maintain and update employee payroll records, including new hires, terminations, and change of status.
• Manage 401(k) contributions and transfers, ensuring timely and accurate processing in coordination with HR.
• Understand tax withholding requirements for multi-state and local taxes and set up taxes from employees based on their worked-in and lived-in locations.
• Perform routine audits and process adjustment entries (year-to-date taxes, taxable wages, earnings and deduction) on employee records
• Partner with HR to align payroll processing with benefits administration, leave tracking, and compliance initiatives.
• Ensure compliance with the Affordable Care Act (ACA) by tracking employee eligibility, maintaining accurate records, and assisting with annual reporting requirements.
• Assist with payroll audits, reconciliation, and reporting as needed.
• Ensure compliance with all federal, state, and local payroll laws, including tax reporting and deductions.
• Respond to employee inquiries regarding payroll, deductions, direct deposit, tax withholdings, employee verification, and unemployment requests.
• Investigate and resolve payroll discrepancies, collaborating with HR and Finance as needed.
• Provide guidance to employees on payroll policies and procedures.
• Serve as the primary point of contact for Family and Medical Leave (FMLA) and Americans with Disabilities Act (ADA) requests, ensuring compliance with federal, state, and local laws.
• Maintain accurate records and documentation of FMLA and ADA cases, ensuring confidentiality and adherence to organization policies.
• Partner with HR on the process of leave administration, including eligibility determination, documentation, approvals, and return-to-work coordination.
• Support HR investigations related to leave misuse, ensuring compliance with applicable policies and laws.
• Ensure all employee documentation, including leave requests, performance management records, benefits, and other employment-related documents, are accurately recorded, properly signed, and securely maintained in employee files in compliance with organization policies and legal requirements.
• Analyze and recommend new approaches, policies, and procedures to improve efficiency.
• Participate in team meetings and contribute to quality improvement initiatives.
• Adhere to practice policies, procedures, and protocols including confidentiality.
• Remote position

Qualities & Skills:

• Excellent verbal and written communication.
• Ability to multitask and work in a fast-paced environment.
• Strong Knowledge of Microsoft Office Suite.
• Proven ability to work collaboratively within a team environment.
• Outstanding problem solver and analytical thinking skills
• Attention to detail and ability to prioritize
• Ability to maintain confidentiality

Education & Experience:

• High School diploma or equivalent required.
• Bachelor's degree preferred
• 1 year(s) of experience performing payroll, including but not limited to timecard uploads, auditing payroll changes/timecard entries and payroll processing
• Experience processing a multi-state payroll
• ADP work force now experience Preferred

Benefits:

• Health/Vision/Dental Insurance Benefits for Full Time Employees
• 401K Plan for all Full Time Employees
• Collaborative and supportive work environment
• Work-life balance initiatives