The US Payroll Specialist is responsible for processing accurate and timely payroll for US-based employees while ensuring compliance with federal, state, and local payroll regulations. This role manages payroll transactions, tax withholdings, benefits deductions, employee records, and payroll reconciliations. The ideal candidate has experience with US payroll processing, strong analytical skills, and a thorough understanding of payroll laws and compliance requirements.
Key Responsibilities
- Process bi-weekly, semi-monthly, or weekly US payroll accurately and on schedule.
- Review employee timesheets, attendance, overtime, bonuses, commissions, and payroll adjustments.
- Ensure payroll calculations comply with federal, state, and local tax regulations.
- Process new hires, terminations, promotions, salary adjustments, and employee status changes.
- Maintain and update employee payroll records within the payroll system.
- Calculate and process final paychecks in accordance with state-specific regulations.
- Reconcile payroll reports and resolve payroll discrepancies before payroll processing.
- Manage payroll deductions including health insurance, retirement plans (401(k)), garnishments, wage attachments, and other voluntary deductions.
- Prepare payroll registers, reports, and audit documentation.
- Coordinate payroll tax filings and ensure timely payment of payroll taxes.
- Support year-end payroll activities including W-2 preparation and reconciliation.
- Respond to employee payroll inquiries regarding pay, taxes, deductions, and benefits.
- Collaborate with Human Resources, Finance, and Accounting teams to ensure payroll accuracy.
- Assist during internal and external payroll audits.
- Maintain confidentiality of employee payroll and compensation information.
- Identify payroll process improvements and recommend automation opportunities.
Qualifications- Bachelor's degree in Accounting, Finance, Business Administration, Human Resources, or a related field.
- Minimum of 1-3 years of experience processing US payroll.
- Strong knowledge of US payroll regulations, wage and hour laws, federal and state tax requirements.
- Experience processing multi-state payroll is highly preferred.
- Experience with payroll systems such as:
- ADP Workforce Now
- Workday Payroll
- UKG (Ultimate Kronos Group)
- Paycom
- Paychex
- Ceridian Dayforce
- SAP Payroll
- Oracle HCM
- Advanced proficiency in Microsoft Excel (VLOOKUP/XLOOKUP, Pivot Tables, formulas).
- Strong analytical and problem-solving skills.
- Excellent attention to detail and organizational skills.
- Ability to handle confidential information with professionalism.
- Strong verbal and written communication skills.
Preferred Qualifications
- Certified Payroll Professional (CPP) certification is an advantage.
- Experience with payroll tax filings and payroll reconciliations.
- Experience supporting large-volume or multi-state payroll.
- Familiarity with SOX controls and payroll compliance requirements.
Core Competencies
- US Payroll Processing
- Multi-State Payroll
- Payroll Tax Compliance
- Payroll Reconciliation
- Wage & Hour Compliance
- Employee Benefits Administration
- Payroll Reporting
- Payroll Auditing
- HRIS & Payroll Systems
- Data Analysis
- Microsoft Excel
- Attention to Detail
- Problem Solving
- Time Management
- Confidentiality
Typical KPIs
- 99.9% payroll accuracy
- 100% on-time payroll processing
- Payroll inquiries resolved within SLA
- Zero compliance violations
- Timely payroll tax filing and remittance
- Accurate year-end W-2 processing
