Payroll Specialist

WHAT YOU’LL DO:

The Payroll Specialist will support accurate, timely US payroll for a growing, multi-state healthcare technology organization. Reporting to the Senior Payroll Manager, you will process multiple pay groups across biweekly and semimonthly cycles and partner closely with Finance, Benefits, and People to maintain reliable payroll operations and a positive employee experience.

 

This role combines hands-on processing, payroll audits, tax support, and employee service. You will take ownership of recurring workflows, investigate discrepancies, and raise issues early enough to meet payroll deadlines. As the organization grows, you will help strengthen documentation, controls, reporting, and systems so payroll processes can scale with the business.

Payroll Processing & Timekeeping

• Process multiple US pay groups across biweekly and semimonthly cycles, completing payroll previews, audits, approval coordination, and funding steps within established deadlines.
• Validate new hires, terminations, compensation and job changes, retroactive pay, bonuses, commissions, and other one-time earnings against approved source records.
• Review payroll results for unexpected changes in earnings, deductions, taxes, and net pay; investigate discrepancies and resolve or escalate exceptions before submission.
• Calculate and process off-cycle and manual payments, including final pay in accordance with applicable state timing requirements.
• Audit timekeeping data for accuracy and completeness; partner with managers and People to resolve missing punches, unapproved time, and exception pay.
• Administer garnishments, child support orders, tax levies, and other court-ordered deductions, maintaining supporting records and coordinating required processing.
• Maintain and audit PTO and leave accruals; coordinate payroll treatment for leaves of absence with People and Benefits.

 

Payroll Tax, Compliance & Controls

• Support multi-state payroll tax compliance, including state and local jurisdiction registrations, rate updates, and account maintenance.
• Monitor agency notices, research discrepancies, and coordinate resolution with the payroll provider and relevant jurisdictions.
• Support quarter-end and year-end activities, including W-2 preparation, review, reconciliation, and W-2c corrections.
• Maintain working knowledge of federal, state, and local wage and hour requirements relevant to payroll, including FLSA, pay frequency, overtime, final pay, and pay statements.
• Support internal and external audits, including 401(k), workers’ compensation, and financial audits, by assembling documentation and reconciling payroll data.
• Maintain documented procedures, audit trails, and internal controls, including appropriate approval steps and segregation of duties.
• Handle compensation, tax, banking, and employee information with discretion and in accordance with company data-handling procedures.

Finance, Benefits & People Partnership

• Partner with Finance on payroll funding, general ledger mapping, journal entries, and payroll account reconciliation.
• Reconcile benefit deductions with Benefits and carrier invoices; investigate discrepancies, process corrections, and manage arrears.
• Partner with People to maintain employee data integrity and accurate onboarding, offboarding, job, and compensation changes.
• Support 401(k) contribution and loan processing, including funding and census reporting.
• Communicate payroll cutoffs, missing inputs, and unresolved exceptions to relevant partners so dependencies are addressed before deadlines.

Employee Support

• Serve as a responsive point of contact for employee payroll questions, resolving issues with accuracy, professionalism, and discretion.
• Research questions about earnings, deductions, taxes, and payment discrepancies using payroll records and supporting documentation.
• Explain findings and correction timelines clearly, document resolutions, and escalate complex issues to the Senior Payroll Manager or appropriate partner.

Reporting, Systems & Process Improvement

• Produce standard and ad hoc payroll reports for Finance, People, and leadership; validate report accuracy and explain material discrepancies.
• Support payroll system configuration testing, upgrades, acquisitions, and implementation projects by validating employee data and payroll results.
• Identify recurring errors and manual work, recommend practical improvements, and support automation as the payroll function scales.
• Keep payroll procedures and checklists current to support consistent execution, coverage, and knowledge sharing.

 

WHAT YOU’LL NEED:

Required Qualifications

• At least five years of hands-on US payroll processing experience, including multi-state payroll.
• Experience processing multiple pay groups and pay frequencies, including biweekly and semimonthly cycles.
• Working knowledge of federal and multi-state wage and hour, payroll tax, and pay practice requirements.
• Demonstrated accuracy and attention to detail, with the ability to prioritize competing tasks and meet firm payroll deadlines.
• Strong analytical and problem-solving skills, including the ability to investigate discrepancies, reconcile records, and document resolutions.
• Proven discretion when handling confidential compensation and employee information.
• Clear written and verbal communication with employees, managers, and cross-functional partners.
• Ability to work independently in a fully remote environment, take ownership of recurring responsibilities, and escalate risks promptly.

Preferred Qualifications

• Experience with Rippling.
• Experience supporting state and local payroll tax registrations and account setup.
• Healthcare or other multi-site workforce experience with a substantial hourly employee population.
• Experience supporting payroll through organizational growth, acquisitions, or system implementations.

WHAT SUCCESS LOOKS LIKE:

 

• Payroll is processed accurately and on time across all assigned pay groups, with required audits and approvals completed before submission.
• Payroll exceptions are identified early, researched thoroughly, and resolved or escalated with clear ownership and follow-through.
• Employee payroll questions receive timely, accurate responses and understandable explanations of corrections.
• Payroll records, benefit deductions, retirement contributions, and Finance reconciliations are consistent and supported by reliable documentation.
• Tax notices, registrations, and quarter-end and year-end activities are tracked and completed in coordination with the Senior Payroll Manager and payroll provider.
• People, Benefits, and Finance partners have clear visibility into deadlines, required inputs, and unresolved issues.
• Procedures, controls, and system improvements reduce recurring errors and support a growing payroll operation.