Payroll Specialist - Remote

Note:  we are unable to hire in every state; Eastern and Central time zone highly preferred 

Summary: Collects and reviews employee information and working hours, calculates wages, prepares and processes payroll, maintains accurate payroll records, prepares payroll related month end journal entries and accruals, and account reconciliations.  Supports various audits as needed.   Works well independently, utilizes effective time management skills, and portrays excellent customer service skills.

Key Responsibilities: “To simplify complexities for each customer.”

Payroll Processing & Administration

• Process bi‑weekly payroll for approximately 350 employees, ensuring accuracy and adherence to established payroll schedules and procedures.
• Administer payroll transactions including earnings, deductions, overtime, vacation, bonuses, and other compensation elements.
• Process involuntary deductions such as garnishments and tax levies in accordance with legal requirements.
• Maintain accurate payroll records and documentation to support internal controls and compliance requirements.

Compliance & Reporting

• Ensure payroll activities comply with applicable federal, state, and local tax laws, wage and hour regulations, and company policies.
• Prepare and maintain payroll records, audit support materials, and documentation for internal and external audits.
• Generate payroll‑related reports, tax reports, and deduction reports as required.
• Support month‑end, quarter-end, and year‑end payroll activities, including payroll journal entries, account reconciliations, and accrual calculations.

Systems, Processes & Continuous Improvement

• Perform system audits and reviews to validate payroll accuracy and data integrity.
• Enter employee status and information changes in the payroll system (ADP Workforce Now)
• Identify opportunities for payroll process improvements, efficiencies, and error reduction, and recommend enhancements to payroll workflows.
• Assist with payroll system updates, testing, and special projects as assigned.
• Maintain clear and accurate payroll documentation, job aids, and process references.

Collaboration & Support

• Serve as the primary point of contact for employees regarding payroll-related and paid time off inquiries, including those related to the payroll system, and resolve issues in a timely manner.
• Escalate complex payroll issues appropriately and collaborate with internal stakeholders to support resolution.
• Demonstrate professionalism, discretion, and confidentiality when handling sensitive employee and payroll information.
• Assist Accounting Department with 401(k), financial, tax, payroll and insurance audits.
• Prepare reports as requested by team members and internal stakeholders.

Qualifications/Education/Certifications:

Bachelor’s degree in accounting or finance preferred; Associate’s degree with relevant experience required, or equivalent combination of education and experience. Minimum of 3–5 years of payroll experience in a multi‑employee and/or multi‑state environment.

           
Knowledge, Skills and Abilities: 

• Experience with payroll processing systems; ADP Workforce Now experience strongly preferred. Prior experience supporting payroll audits, journal entries, reconciliations, and compliance activities preferred.
• Prior payroll processing experience is required; ADP Workforce Now experience is highly preferred.
• Solid understanding of payroll principles, tax reporting, wage and hour rules, and payroll compliance requirements.
• Strong attention to detail with the ability to perform accurate calculations and reviews.
• Proficiency in Microsoft Excel and Microsoft Office applications required. Experience with MS Copilot is a plus.
• Experience with Enterprise Resource Planning (ERP) software preferred, MS Dynamics 365 Business Central is a plus.
• Effective written and verbal communication skills, with the ability to explain payroll information clearly.
• Strong organizational and time‑management skills with the ability to manage multiple priorities and deadlines with minimal supervision.
• Ability to work independently within established procedures while collaborating effectively with others.
• Demonstrated ability to maintain confidentiality and exercise sound judgment in handling sensitive information.

Role-Based Competencies:

• Show Drive & Initiative
• Collaboration & Teamwork
• Delivers Quality Results Timely
• Communicates Effectively
• Job Knowledge & Skills

Physical Demands/Working Conditions:

Duties are performed primarily in a home office setting utilizing computer equipment.  Travel to attend meetings and visit locations throughout the country may be required.  While performing the duties of this job, the employee is regularly required to sit and talk or hear.  The employee is frequently required to use hands.  The employee is occasionally required to stand and walk.*** Job descriptions will be reviewed and are subject to changes of business necessity.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.