Overview
Senior Payroll Specialist to manage payroll operations for multiple small business clients across various states.
Responsibilities include ensuring accurate and timely payroll processing, maintaining compliance with federal and state regulations, supporting platform migrations, and identifying process improvements to enhance efficiency and client satisfaction.
Responsibilities
- Payroll Processing & Compliance: Process and review multi-state payrolls (weekly, biweekly, semimonthly, and monthly) for a portfolio of 40-60 clients using Gusto, ADP, Paychex, and Justworks, ensuring accuracy, timeliness, and compliance with deadlines; lead or assist with migrating clients between payroll systems; set up and maintain earnings, deductions, reimbursements, and benefits (401(k), HSAs, FSAs, stipends, garnishments); ensure compliance with minimum wage, overtime, and final pay laws across all 50 states; reconcile payroll journals, tax liabilities, and GL postings with accounting teams; identify and correct discrepancies quickly to prevent delays.
- Tax Registrations, Filings & Issue Resolution: Coordinate state withholding and unemployment insurance registrations for new employers; troubleshoot federal and state payroll tax filings; research and assist with amended or prior-period filings; respond to payroll tax notices or discrepancies; maintain an organized database of state registration details and filing requirements.
- Client Communication & Collaboration: Serve as a primary payroll contact for a large client base; work with multiple clients to ensure accurate and on-schedule payroll delivery; support clients through onboarding and platform transitions; provide guidance on payroll tax, benefits, compliance, and best practices; collaborate with bookkeeping, tax, and HRIS teams; contribute to SOPs and process improvements.
Requirements
- Fluent English required
- 5+ years of payroll experience, including multi-state processing and client-facing interaction
- Hands-on experience registering and maintaining state withholding and unemployment accounts
- Solid understanding of federal and state payroll tax filings and ability to resolve discrepancies
- Working knowledge of labor laws (final pay, overtime, exempt vs.
nonexempt, wage theft prevention) - Familiarity with 401(k) and benefit deduction structures (pre-tax and post-tax)
- Proven ability to manage complex client relationships with professionalism
- Ability to work across multiple platforms (Gusto, ADP, Paychex, Justworks, Rippling, or similar)
- Strong attention to detail and commitment to compliance
- Comfort in a remote, fast-paced, client-facing environment
Who Thrives Here
- Thrives in complexity and values accuracy
- Familiar with troubleshooting payroll tax or state registration issues
- Tech-savvy, resourceful, and proactive in client communication
- Collaborates with a “no drama, just solutions” mindset
Bonus Points
- Experience with quarterly payroll corrections (941-X, state amendments)
- Knowledge of Secretary of State registration or business entity compliance
- Experience in public accounting or client advisory environments
- Certified Payroll Professional (CPP) or FPC certification
Benefits
- Salary: $2000-$3000/month + 13th month salary
- 2 weeks of PTO + US or local holidays
- Team-building events and virtual activities
- Career development and internal promotion opportunities
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