Payroll Specialist - Remote / Part Time

Job Summary:

The Payroll Specialist is responsible for ensuring the accuracy, integrity, and compliance of all payroll operations across a multi-client environment. This role serves as both the final checkpoint and the system improver overseeing payroll execution, validating outputs, and ensuring every payroll processed is accurate, compliant, and audit-ready.

This is not just a tactical data-entry role. While processing payroll and tax administration will be a focus, a key function will also be providing direct oversight and quality assurance across payroll and related financial workflows, identifying breakdowns before they become expensive mistakes.

Success in this role means nothing slips, payroll is run on time without errors, compliance issues are caught before they escalate, and both clients and internal stakeholders trust that every number is right the first time. Most importantly, you will share in our commitment to service excellence and accuracy while consistently modeling our culture, core values, and behaviors.

Essential Functions, Accountabilities, and Responsibilities:

Payroll Processing Oversight & Execution

Execute scheduled payroll cycles across multiple clients using their preferred platforms (Gusto, QBO, etc.)
Review payroll data prior to submission including hours, rates, deductions, and tax configurations
Approve and validate off-cycle payroll runs including bonuses, retro pay, PTO payouts, and terminations
Ensure payroll is processed on time with complete accuracy across all assigned clients
Validate 401(k) contributions, benefit deductions, garnishments, etc.
Ensure proper recording, journal entries, and reconciliation of payroll liabilities within financial systems
Create and maintain all client payroll filing spreadsheets, timesheet records, and trackers
Quality Assurance & Audit Controls

Conduct pre and post-processing payroll audits to validate accuracy of wages, taxes, and deductions
Identify discrepancies, investigate root causes, and implement corrective actions before finalization
Establish and maintain payroll QA checklists, validation protocols, and audit trails
Review and approve payroll journal entries and ensure proper financial mapping
Tax Compliance & Filings

Oversee multi-state payroll tax compliance including registrations, filings, and account maintenance
Prepare and file monthly/quarterly multi-state sales tax, excise tax, B&O, and/or other required filings
Maintain accurate tax schedules and reconcile liabilities monthly; update tax codes
Monitor nexus changes and ensure compliance with evolving state requirements
Monitor agency notices, resolve discrepancies, and maintain accurate tax account data
Ensure compliance with wage and hour regulations, deductions, and reporting requirements
Manage DOR registrations, license renewals, and state compliance filings 
Coordinate and prepare work comp and CNA audit documentation/reports
Validate payroll tax reconciliations and ensure alignment between filings and financial records
Systems, Documentation & Process Improvement

Maintain payroll documentation including reports, filings, and compliance records in designated systems
Develop and refine SOPs, QA processes, and workflow standards to increase efficiency and accuracy
Identify system issues, inefficiencies, or recurring errors and implement scalable solutions
Ensure proper use and maintenance of payroll platforms and integrations
Minimum Essential Requirements:

Must be legally permitted to work in the United States.
Must have and maintain a designated workspace with reliable high-speed internet, free from ongoing distractions, and structured to protect confidential information including secure handling of documents and restricted visibility to unauthorized individuals.
High school graduation or GED equivalent required.
2+ years’ experience as full-charge bookkeeper and/or payroll administrator in a multiclient environment.
Proven ability to manage multiple pay groups, schedules, and states with high accuracy.
Prior supervisory experience with responsibility for reviewing team output and driving accountability.
Proficiency in payroll systems such as Gusto, QuickBooks Online, or similar.
Proven ability to review, audit, and validate payroll data including wages, taxes, deductions, and benefits.
Prior experience supporting/preparing documentation for audits (internal, external, or workers’ comp).
Strong knowledge of multi-state payroll tax compliance, registrations, and filing procedures including benefits and 401(k) administration requirements; familiarity with Corp Net preferred.
Progressive experience using workflow management tools (i.e. Bill.com, Hubdoc, Karbon, etc.).
Advanced skills in productivity and online communication software (i.e. Office 365 including Teams, Word, Excel, SharePoint).
Preferred Qualifications:

Quickbooks ProAdvisor Certification strongly preferred.
Benefits:

Flexible schedule