About This Role
The Payroll Coordinator runs payroll for the whole company and answers employees' questions about their pay slips. This role involves managing and supporting payroll processing for a professional services organization with a multi-state workforce. The individual will ensure accurate and timely payroll for both exempt and non-exempt employees while maintaining compliance with applicable federal, state, and local regulations.
Responsibilities
- Process and administer payroll for exempt and non-exempt employees across multiple states, ensuring accuracy and adherence to established payroll schedules
- Review and validate payroll data, including employee changes, new hires, terminations, salary adjustments, bonuses, commissions, overtime, and other earnings or deductions
- Ensure compliance with applicable federal, state, and local payroll tax requirements, wage and hour laws, and state-specific regulations
- Balance recurring payroll deadlines with employee questions and evolving compliance requirements while maintaining a high level of accuracy, discretion, and professionalism
- Review timekeeping records and timesheets for non-exempt employees, ensuring accurate calculation of regular hours, overtime, and other applicable pay
- Maintain accurate payroll records and employee information, including tax withholding elections, direct deposit details, and payroll deductions
- Reconcile payroll reports and assist with payroll-related general ledger entries and account reconciliations in partnership with Accounting
- Support payroll tax filings, quarterly and annual reporting, W-2 preparation, and year-end payroll activities
- Respond to employee inquiries regarding paychecks, deductions, tax withholding, and payroll policies in a timely and professional manner
- Coordinate payroll-related changes with Human Resources, including onboarding, terminations, leave of absence updates, and benefits deductions
- Assist with payroll audits, internal controls, reporting, and documentation requests
- Identify discrepancies and recommend improvements to payroll processes, reporting, and procedures
- Maintain confidentiality of employee compensation and sensitive payroll information
Requirements
- 2+ years of payroll processing or payroll administration experience
- Experience processing payroll for both exempt and non-exempt employees
- Prior experience supporting a multi-state payroll environment, including familiarity with state and local tax withholding requirements
- Working knowledge of federal and state wage and hour regulations, overtime calculations, payroll taxes, and payroll reporting requirements
- Proficiency with payroll systems and Microsoft Excel
- Strong attention to detail, organizational skills, and the ability to meet recurring deadlines
