Senior Payroll Specialist (US Payroll)

Job Description:

Job Summary

We are seeking an experienced Senior Payroll Specialist to manage end-to-end payroll operations for multiple clients/entities across the US. The ideal candidate will have strong expertise in payroll processing, payroll tax compliance, benefits administration, employee onboarding, and client communication. The role requires ensuring accurate and timely payroll execution while maintaining compliance with federal, state, and local payroll regulations.

Key Responsibilities
Payroll Processing
Process weekly, bi-weekly, semi-monthly, and monthly payrolls for multiple clients/entities.
Ensure accurate calculation of earnings, deductions, bonuses, commissions, and tax withholdings.
Review and validate payroll data before payroll submission.
Maintain payroll records and employee master data.
Payroll Tax & Compliance
Monitor payroll tax liabilities and ensure timely tax filings and payments.
Set up payroll tax accounts for new clients/entities as required.
Ensure compliance with federal, state, and local payroll regulations.
Assist in resolving payroll tax notices and compliance-related issues.
Benefits Administration
Administer employee benefit programs, including enrollments, changes, and terminations.
Manage 401(k) contributions and ensure timely remittance.
Coordinate workers’ compensation reporting and related compliance requirements.
Support annual benefit renewals and open enrollment activities.
Employee Lifecycle Management
Lead employee onboarding activities from payroll setup through successful integration.
Process employee status changes, compensation updates, and offboarding requirements.
Maintain accurate employee records and payroll documentation.
Client & Employee Support
Respond to payroll-related inquiries from clients and employees.
Investigate and resolve payroll discrepancies in a timely manner.
Build strong relationships with clients by providing proactive payroll support.
Reporting & Audits
Prepare payroll reports, reconciliations, and compliance documentation.
Support internal and external audits by providing payroll-related information.
Assist management with payroll analytics and operational reporting.

Required Qualifications
Bachelor’s Degree in Accounting, Finance, Commerce, Human Resources, or related field.
Minimum 5+ years of US payroll experience, preferably in a multi-client or multi-entity environment.
Strong knowledge of US payroll tax regulations, compliance requirements, and benefit deductions.
Hands-on experience with payroll platforms such as Paychex, ADP, Intuit, Gusto, Rippling, or similar systems.
Experience handling 401(k), benefits administration, and workers’ compensation reporting.
Strong analytical, problem-solving, and reconciliation skills.
Excellent communication and stakeholder management abilities.
Ability to manage multiple deadlines in a fast-paced environment.

Preferred Qualifications
FPC (Fundamental Payroll Certification) or CPP (Certified Payroll Professional) certification.
Experience working with US CPA firms, payroll service providers, or outsourcing organizations.
Exposure to HRIS and workforce management systems.