Senior Payroll Specialist

We are looking for a Senior Payroll Specialist to manage payroll operations for multiple small business clients across various states. This role involves ensuring accurate and timely payroll processing, maintaining compliance with federal and state regulations, and supporting platform migrations. You’ll also identify and implement process improvements to enhance efficiency and client satisfaction.

What You’ll Do :

• 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 all deadlines.
• Lead or assist with migrating clients between payroll systems, ensuring accurate data transfers, beginning balances, and compliance alignment.
• 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, ensuring accuracy and timely completion each cycle.
• Identify and correct discrepancies quickly to prevent payroll delays, escalating complex situations when appropriate.
• Tax Registrations, Filings & Issue Resolution
• Coordinate state withholding and unemployment insurance registrations for new employers and handle updates or closures as needed.
• Troubleshoot federal and state payroll tax filings (941, 940, CA DE-9 / DE-9C, NY-45, etc.) when filings fail or require intervention.
• Research and assist with amended or prior-period filings (941-X, state amendments, zero filings) under the guidance of the Payroll & HRIS Manager.
• Respond to payroll tax notices or discrepancies, collaborating with agencies or software providers to resolve issues efficiently.
• Maintain an organized database of state registration details, agency credentials, and filing requirements to support departmental consistency.
• Client Communication & Collaboration
• Serve as a primary payroll contact for a large client base, providing clear, timely, and professional communication.
• Work closely with multiple clients simultaneously, ensuring accurate and on-schedule payroll delivery across all accounts.
• Coordinate payroll system transitions by supporting clients through onboarding, data collection, and platform setup.
• Provide expert, approachable guidance on payroll tax, benefits, compliance, and best practices to small business owners and internal teams.
• Collaborate cross-functionally with bookkeeping, tax, and HRIS teams to ensure seamless service delivery.
• Contribute to departmental SOPs, templates, and process improvements to enhance efficiency and scalability.

Requirements

Who Thrives Here :

Bonus Points For :

Benefits