Description:

Job Summary:

- We are seeking a highly skilled and detail-oriented Payroll Specialist to join our growing team.

- The ideal candidate will have a strong customer-service mindset, exceptional confidentiality standards, and a deep understanding of payroll operations across multiple states.

- Reporting to the Payroll Director, this role plays a critical part in ensuring payroll accuracy, compliance, and operational efficiency for MGTs expanding workforce.

- The Payroll Specialist will also collaborate with HR, Finance, and leadership teams to support process improvements, system enhancements, and various employee lifecycle initiatives.

Roles and Responsibilities:

Payroll Processing & Operations:

- Manage the full payroll cycle for multi-state salaried and hourly employees, ensuring accurate and timely processing in compliance with federal, state, and local regulations.

- Validate timecards, deductions, bonuses, commissions, incentives, and other payroll-related inputs.

- Process off-cycle payrolls, adjustments, retroactive payments, and corrections.

- Maintain ongoing quality checks to minimize errors and ensure payroll integrity.

Employee Support & Communication:

- Serve as the primary point of contact for payroll-related inquiries, providing prompt and professional resolution.

- Educate employees and managers on payroll policies, pay calculations, and system usage.

- Maintain updated FAQs, user guides, and payroll knowledge base materials.

HR Collaboration & Data Management:

- Partner closely with HR Service Delivery teams regarding updates to employee compensation, benefits, tax changes, and employment status.

- Support onboarding/offboarding tasks related to payroll setup and final pay.

- Maintain up-to-date payroll and HR records in accordance with confidentiality and compliance standards.

Compliance, Tax, and Reporting:

- Prepare, reconcile, and submit payroll tax filings, including Forms 941, state/local returns, and other statutory requirements.

- Lead year-end payroll activities including W-2, W-3, and 1095-C coordination.

- Ensure organizational compliance with payroll laws, wage-and-hour regulations, and employment standards such as EEO, FMLA, and COBRA.

- Conduct regular audits of payroll data to ensure accuracy and regulatory compliance.

Finance Support & Audit Readiness:

- Reconcile payroll-related general ledger accounts; assist in month-end and year-end close.

- Collaborate with the Finance team on variance analysis, labor reporting, and forecasting.

- Support internal and external audits by providing payroll reports, documentation, and explanations as needed.

Systems, Processes & Continuous Improvement:

- Document and update payroll procedures to meet internal controls and audit standards.

- Assist in HRIS/payroll system upgrades, testing, and feature implementations.

- Develop and analyze payroll metrics, dashboards, and trend reports for leadership review.

- Identify workflow inefficiencies and propose best-practice solutions to improve accuracy, cycle time, and customer service.

- Participate in cross-functional HR initiatives such as onboarding improvements, policy updates, and culture-building activities.

Confidentiality & Data Privacy:

- Uphold strict confidentiality and handle sensitive information with integrity and discretion.

- Ensure compliance with data privacy requirements and internal security protocols.

Required Qualifications:

- Bachelors degree in Human Resources, Business Administration, Accounting, Finance, or a related field.

- 5+ years of payroll experience with a focus on multi-state payroll administration and benefits coordination.

- Proven experience managing payroll for 1,000+ employees in a professional services or high-growth environment is strongly preferred.

- Strong knowledge of federal, state, and local payroll regulations, including FMLA, COBRA, wage and hour laws, and taxation rules.

- Experience with general ledger reconciliation, payroll audits, and year-end processes.

- Proficiency in MS Office Suite, with strong Excel skills (pivot tables, VLOOKUP, formulas).

- Excellent analytical, organizational, and problem-solving abilities.

- Effective verbal and written communication skills, with the ability to work cross-functionally across HR, Finance, and Operations.

- Self-motivated, able to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.

- Experience with payroll systems such as UKG, ADP, Paycom, Workday, or similar platforms is preferred.

- HR or payroll certifications such as PHR, SHRM-CP, CPP are a plus