Payroll Analyst

BASIC FUNCTION:   

Provides support to the payroll department and ensures the timely and accurate processing of payroll.

SPECIFIC DUTIES/RESPONSIBILITIES:

The Payroll Analyst is responsible for the accurate and timely processing of payroll for all employees while ensuring compliance with federal, state, and local payroll regulations. This position serves as the primary payroll administrator and assists with payroll tax compliance, employee payroll questions, and maintaining payroll records.

As Minds Matter expands into additional states, this role will support payroll registrations, tax compliance, and payroll processing for employees working across multiple jurisdictions. The ideal candidate is detail-oriented, organized, and able to research and resolve payroll and tax issues while maintaining confidentiality and exceptional accuracy.

Essential Duties and Responsibilities

Payroll Processing

• Process semi-monthly payroll accurately and on schedule using the organization's payroll system.
• Review and verify employee time records, earnings, deductions, reimbursements, and payroll adjustments.
• Process new hires, terminations, wage changes, bonuses, retroactive pay, and other payroll transactions.
• Audit payroll reports to ensure accuracy prior to payroll submission.
• Maintain employee payroll records and ensure confidential information is properly secured.
• Respond to employee payroll questions regarding paychecks, taxes, deductions, and direct deposits.

Payroll Tax & Compliance

• Assist in ensuring compliance with all federal, state, and local payroll tax regulations.
• Prepare and reconcile payroll tax information.
• Assist with quarterly and annual payroll tax reporting.
• Monitor payroll tax notices and work with tax agencies to resolve discrepancies.
• Maintain accurate payroll records to support audits and regulatory requirements.
• Stay current on payroll laws and tax regulations that impact the organization.

Multi-State Payroll Support

As the organization expands into additional states, this position will:

• Assist with registering payroll tax accounts in new states.
• Help establish state withholding and unemployment accounts.
• Ensure employees are assigned the correct tax jurisdictions.
• Monitor payroll compliance for employees working remotely or across multiple states.
• Research state-specific payroll requirements and communicate changes to leadership.
• Maintain payroll records required by each state.

Reporting & Administrative Support

• Reconcile payroll reports with Finance as needed.
• Maintain payroll files and supporting documentation.
• Prepare payroll reports for management.
• Assist with year-end payroll processing, including W-2 preparation.
• Support Finance during annual audits.

Recommend improvements to payroll processes and procedures