Job Description

The ideal candidate will have in-depth knowledge of payroll processes, compliance with retirement account regulations, and benefits administration. This role requires expertise in performing accurate semi-monthly payroll processing, managing complex bonus structures, and ensuring quarterly and annual reconciliations are completed on time. The Payroll Specialist will also work closely with other departments to support a seamless payroll system while ensuring legal and regulatory compliance.

Duties & Responsibilities

Payroll Processing

• Accurately process semi-monthly payroll for salaried and hourly employees, ensuring timely and correct payments.
• Manage a variety of bonus structures, including performance-based, holiday, referral, and spot bonuses, among others, ensuring proper tax treatment and compliance.
• Ensure all deductions (e.g., taxes, benefits, retirement contributions) are correctly applied to payroll.
• Ensure accurate payroll and deduction calculations for new hires and terminated employees.
• Communicate with HR, CFO, VP Sales, and other leaders to ensure bonus calculation accuracy.
  
  
  

Retirement Account & Benefits Administration

• Verify deductions for retirement accounts (401(k)), Health Savings Accounts, and Flexible Spending Accounts to ensure accuracy, timely contributions, and reporting.
• Work with HR and Accounting teams to maintain accurate payroll records related to retirement and benefits plans.
• Ensure timely filing of benefit-related documents and reports in compliance with federal and state regulations.
• EDI feed management and reconciliation with 401(k) and other benefit carriers.
  
  
  

Compliance & Regulations

• Maintain compliance with federal, state, and local tax laws, as well as regulations related to payroll, benefits, and retirement accounts.
• Prepare and submit all necessary filings related to taxes, benefits, and retirement accounts, including 401(k) filings and Form 5500.
• Stay updated on changes in tax codes, labor laws, and retirement plan regulations to ensure compliance.
  
  
  

Reconciliation

• Conduct quarterly and annual reconciliations of payroll records, benefits contributions, and retirement accounts, ensuring accuracy and compliance with company policies and government regulations.
• Investigate and resolve any discrepancies found during reconciliations.
  
  
  

Reporting & Documentation

• Prepare payroll-related reports for management, accounting, and auditing purposes.
• Assist with year-end reporting including W-2 preparation, 1099 forms, and other required tax filings.
• Maintain and archive payroll, benefits, and retirement documentation in accordance with company policies and legal requirements.
  
  
  

Support & Communication

• Collaborate with HR to provide support to employees regarding payroll inquiries, benefit deduction and contributions, retirement contributions, and tax-related questions.
• Communicate professionally in a timely manner with HR, CFO, SVP Finance, and other members of senior leadership as needed.