Senior Payroll Specialist
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Job Description
Payroll Specialist managing biweekly, multistate payroll across two healthcare companies. Owning audits, taxes, benefits contributions, employee requests, and payroll process improvements.
Responsibilities:
- Manage payroll for two entities, including regular biweekly payroll, monthly and quarterly incentives, and annual bonuses
- Maintain the payroll calendar and send payroll reminders before each payroll processing week
- Review time records, payroll changes, deductions, and incentive submissions
- Audit payroll before submission and reconcile results after processing
- Investigate discrepancies, coordinate corrections, and process approved payroll adjustments and off-cycle payments
- Coordinate employer payroll tax registrations for new states
- Maintain tax account information in Paylocity and 1Password
- Monitor payroll tax notices and resolve discrepancies with Paylocity, People Operations, and Accounting
- Support quarterly and year-end payroll reconciliations, tax reporting reviews, and W-2 accuracy
- Prepare, reconcile, and upload payroll contributions to benefit vendors, including HSA contributions
- Ensure accurate 401(k) transactions, including deferrals, employer contributions, and loan repayments
- Verify vendor files and funding and resolve rejected transactions or discrepancies
- Reconcile payroll deductions and contributions with vendor records
- Manage the payroll ticketing system and resolve employee payroll requests
- Maintain confidential documentation of payroll requests, approvals, changes, and resolutions
- Identify recurring issues and recommend process improvements
- Develop and maintain payroll SOPs, checklists, calendars, and supporting documentation
- Establish consistent payroll practices across both companies
- Strengthen payroll controls, approval workflows, and audit practices
- Improve Paylocity usage, reduce manual work, and increase accuracy and efficiency
Requirements:
- At least four (4) years of hands-on payroll processing experience, including multistate payroll
- Recent, direct experience independently processing payroll in Paylocity, including payroll audits, reporting, and troubleshooting
- Experience managing multiple payroll schedules and variable compensation, such as incentives, commissions, or bonuses
- Working knowledge of payroll tax administration, wage and hour requirements, payroll deductions, and payroll recordkeeping
- Experience with employer state tax registrations or direct responsibility for coordinating registrations with a payroll provider
- Experience reconciling benefit deductions and coordinating HSA and 401(k) contribution files and funding
- Strong Excel skills, including reconciling data, identifying discrepancies, and working with payroll import and export files
- Exceptional attention to detail, sound judgment, and ability to manage competing deadlines
- Clear, approachable communication and commitment to employee service and confidentiality
- Ability to work independently, follow issues through to resolution, and build structure in a growing organization
- Experience processing payroll for multiple companies or legal entities is nice to have
- Experience in a healthcare organization or rapidly growing, distributed workforce is nice to have
- Experience building payroll SOPs and improving payroll processes is nice to have
- Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) designation is nice to have
Benefits:
- Unlimited PTO
- Flexible schedules
- Remote-first culture
- Health, dental, vision, life, and disability benefits
- 401(k) with company match
- Space for self-care
- Room to grow in a high-impact, mission-driven startup
- Team culture that celebrates wins, learns from losses, and provides support
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