Description

The Payroll Specialist is responsible for ensuring accurate and compliant payroll operations across multiple states. This role manages the full payroll cycle, maintains precise employee payroll records, and applies advanced knowledge of federal, state, and local tax regulations to ensure proper withholding, reporting, and documentation. The specialist serves as the organization’s subject matter expert on payroll compliance, state tax rules, and payroll system functionality. They work closely with HR, Accounting/Finance, and operational leaders to resolve payroll issues, support audits, and maintain the integrity of payroll data. The specialist also collaborates closely with the accounting team to validate timecards, reconcile discrepancies, and maintain consistent, reliable data flow from payroll to billing. This coordination helps ensure that client invoices reflect correct billable hours, pay rates, and assignment details, reducing errors and supporting strong financial operations for the business.

Requirements

Essential Duties and Responsibilities:

Process bi-weekly/weekly payroll for multi-state employee populations with a high degree of accuracy.
Review and audit timekeeping data, ensuring compliance with federal, state, and local labor regulations.
Verify and reconcile payroll reports, deductions, garnishments, and adjustments.
Ensure payroll practices comply with multi-state tax and labor regulations.
Manage and maintain accurate employee tax profiles, including state tax withholding setup and residency rules.
Assist with quarterly and annual tax filings, W2 processing, and year-end reporting.
Stay current on changes to legislation affecting payroll, including state unemployment insurance (SUI), local tax rates, and wage and hour laws.
Participate in ongoing professional development, including webinars, trainings, and industry updates to ensure payroll best practices
Utilize payroll systems (e.g., ADP and Avionte) for data entry, payroll runs, and reporting.
Maintain payroll data integrity and troubleshoot system discrepancies.
Maintain and audit employee payroll records, including status changes and pay adjustments.
Prepare payroll-related reports for Accounting/Finance, HR, and leadership.
Provide timely and professional assistance to employees regarding payroll matters, tax forms, direct deposits, and pay-related questions.
Collaborate with HR, Accounting/Finance, and clients to resolve payroll issues.
Maintain confidentiality and integrity of payroll data at all times.
Assist with audits (internal, external, and regulatory).
Assist with payroll system updates, testing, and process improvements; recommend enhancements to increase accuracy and efficiency. 
Reconcile pay rates against client bill rates and ensure accurate margin calculations.
Ensure payroll practices align with client contract terms, including client-specific pay rules, reporting requirements, and invoicing timelines.
Prepare certified payroll reports for government contracts and prevailing wage projects as needed.
Import and reconcile timesheet data from multiple client systems and field sources.
Manage 401(k) contribution processing, including employee deferrals, employer matches, and loan repayments; ensure accurate and timely remittance to plan providers.
All other duties as assigned. 
 
Job Requirements:

Minimum of 5–10 years of payroll processing experience, including responsibility for multi-state payroll across diverse employee groups.
Previous experience in fast-paced, high volume payroll processing environment. 
Previous experience with Avionte preferred. 
Payroll certification preferred.
Extensive knowledge of federal, state, and local payroll tax regulations and compliance.
Experience with wage garnishments, deductions, benefits, and retirement contributions.
Strong analytical, reconciliation, and problem-solving skills.
Proficiency in payroll/HRIS systems and advanced Excel skills.
High attention to detail and accuracy. 
Commitment to high integrity and confidentiality.
Excellent communication and customer service mindset.
Ability to work independently with minimal supervision, exercising sound judgment to resolve issues and prioritize tasks in a fast-paced environment.
Occasional domestic travel; less than 10%.  
 
Skills & Abilities 

Ability to navigate within a complex environment with multiple, geographically dispersed locations
Strong business and financial acumen – understanding of business and ability to provide input on a number of business-related topics 
Outstanding verbal and written communication skills 
Exceptional interpersonal and conflict resolution skills, with a high degree of emotional intelligence
Comfort working in a fast-paced and constantly evolving environment. Must have the ability to constantly adapt to frequent changes in assignments, pay rates, and client requirements (specific pay rules, shift differentials, bonuses, per diem, etc.)
Ability to manage expectations, processes, and multiple projects simultaneously
 
 
Physical Demands/Working Environment:

Required to sit, stand, walk; talk and hear; and ability to touch and handle tools and/or controls, including a computer and phone. 
Ability to lift up to 10 pounds occasionally. 
Noise level is typically moderate.
Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.