Remote Payroll Specialist

Annual Salary: $56,140
Location: Remote (Work from Home)

Overview
We seek a highly organized and detail-oriented Payroll Specialist to join our team in a fully remote capacity. This position is ideal for an experienced payroll professional who thrives in a virtual work environment, possesses in-depth knowledge of payroll processes, and demonstrates high accuracy in handling payroll data. As a Payroll Specialist, you will play a critical role in ensuring the timely and accurate processing of employee payrolls, maintaining compliance with federal and state regulations, and supporting the broader HR and finance teams.

Key Responsibilities

1. Payroll Processing
   • Accurately process bi-weekly, semi-monthly, or monthly payrolls for all employees (full-time, part-time, and temporary).
   • Review and verify timesheets, wage computation, and other payroll information to detect and reconcile discrepancies.
   • Maintain records of employee work hours, wages, and deductions, ensuring compliance with internal policies and legal requirements.
   • Administer employee benefits and payroll deductions, including 401(k) contributions, insurance premiums, and other benefit-related deductions.
2. Compliance & Reporting
   • Ensure compliance with federal, state, and local payroll, taxes, and employee benefits laws.
   • Prepare and file payroll tax reports (e.g., 941, 940, W-2s, etc.) and ensure timely payment of payroll taxes.
   • Stay updated on changes to payroll laws, regulations, and best practices to ensure compliance and avoid penalties.
   • Prepare accurate and timely financial reports related to payroll, including payroll summary reports, tax filings, and other compliance documents.
3. System Management & Data Integrity
   • Maintain and update payroll records in the payroll system, ensuring all employee data, including job titles, wage rates, tax deductions, and benefits, are accurate and up-to-date.
   • Work closely with HR and accounting teams to ensure seamless integration of payroll data into general ledgers and other financial systems.
   • Assist in implementing and optimizing payroll systems and processes, ensuring the payroll software meets the organization’s needs.
   • Troubleshoot payroll system issues, working with the software provider or IT department to resolve any problems.
4. Employee Relations & Customer Service
   • I will serve as the primary point of contact for employee payroll inquiries, responding promptly and professionally to questions about pay, taxes, and deductions.
   • Address and resolve employee issues related to payroll discrepancies, incorrect deductions, or missed payments, ensuring employee satisfaction and minimizing disruptions.
   • Educate employees about payroll processes and guide them on payroll-related matters such as paycheck distribution, direct deposit, and tax withholding.
5. Audits & Continuous Improvement
   • Conduct regular audits of payroll data to ensure accuracy and compliance, identifying and correcting any errors or discrepancies.
   • Assist with internal and external audits by providing necessary payroll data and documentation in a timely and organized manner.
   • Continuously review and improve payroll processes to increase efficiency, accuracy, and compliance, staying proactive in identifying areas for improvement.
   • Collaborate with HR and finance teams to develop best practices and policies for payroll processing and compliance.
6. Collaboration with Cross-Functional Teams
   • Work closely with the HR department to ensure the payroll system accurately reflects new hires, terminations, promotions, and other changes.
   • Collaborate with the benefits team to administer and manage employee benefits, ensuring payroll deductions and contributions align with employee selections.
   • Partner with the finance team to ensure payroll expenses are correctly recorded and reflected in financial statements and reports.

Skills & Qualifications

• Educational Background:
  Bachelor’s degree in Accounting, Finance, Business Administration, or a related field is preferred, though equivalent work experience will be considered.
• Experience:
  Minimum of 3-5 years of payroll processing experience, with a strong understanding of payroll systems and tax regulations. Experience in a remote or virtual work environment is a plus.
• Technical Skills:
  Proficiency in payroll software systems (e.g., ADP, Paychex, or similar) and a strong understanding of Microsoft Excel (advanced functions like pivot tables, v-lookups, etc.). Familiarity with general ledger systems is also beneficial.
• Compliance Knowledge:
  Thorough understanding of federal, state, and local payroll tax laws, wage laws, and benefits administration. Familiarity with multi-state payroll processing is highly desirable.
• Attention to Detail:
  Demonstrated ability to work with high accuracy and attention to detail, especially when handling sensitive payroll data. Strong analytical skills and the ability to spot errors and discrepancies quickly.
• Communication Skills:
  Excellent written and verbal communication skills, with the ability to clearly explain complex payroll issues to employees and management. Strong interpersonal skills and the ability to build relationships with employees at all levels of the organization.
• Time Management:
  Ability to prioritize tasks and meet deadlines, especially when handling multiple payroll cycles or working in a high-pressure environment. Strong organizational skills and the ability to work independently in a remote setting.
• Problem-Solving:
  Ability to identify issues, analyze data, and develop solutions concerning payroll discrepancies or system errors—proactive and solution-oriented mindset.

Work Environment
This fully remote position provides flexibility to work from the comfort of your home. The Payroll Specialist must have a reliable internet connection and be able to work during standard business hours, with occasional flexibility for payroll deadlines or special projects.

Benefits

• Competitive annual salary of $56,140
• Health, dental, and vision insurance
• 401(k) with employer matching
• Paid time off and holidays
• Opportunities for professional development and growth within the company

This position offers an exciting opportunity for a skilled payroll professional to manage payroll operations in a dynamic and supportive remote work environment. We encourage candidates who are detail-oriented, experienced in payroll, and committed to compliance to apply.