Payroll Specialist

Description

The Payroll Specialist is responsible for the accurate, timely, and compliant processing of multi-state payroll for the Duncan-Parnell portfolio of companies. This role serves as the subject matter expert for the Paylocity payroll and HRIS platform, ensuring payroll data integrity, proper tax withholding and reporting, and seamless integration between payroll and HR systems. Reporting to the Director, the Payroll Specialist works closely with HR, Accounting, and department leaders to ensure employees are paid accurately and that the company remains compliant with all applicable federal, state, and local payroll regulations.

Essential Functions and Duties

Payroll Processing

• Process accurate and timely multi-state, bi-weekly (or applicable cycle) payroll for all employees using Paylocity, including hourly, salaried, and multi-location staff.
• Review and validate timekeeping data, new hires, terminations, status changes, garnishments, and other payroll inputs prior to each payroll run.
• Calculate and process off-cycle payments, retroactive pay, bonuses, commissions, and final paychecks in accordance with state-specific requirements.
• Reconcile payroll registers, general ledger postings, and payroll-related accounts prior to and after each payroll cycle.
• Serve as the primary point of contact for employee payroll inquiries, resolving discrepancies promptly and professionally.

Multi-State Compliance and Tax Withholding

• Ensure accurate setup, calculation, and remittance of federal, state, and local tax withholdings across all states in which the company operates.
• Monitor and apply changes in multi-state payroll tax laws, wage and hour regulations, and reciprocity agreements; register new state and local tax jurisdictions as needed.
• Prepare and review quarterly and annual payroll tax filings (941, state unemployment, state withholding, W-2s, etc.) and partner with Paylocity's tax service on filing accuracy and notice resolution.
• Maintain compliance with wage garnishment orders, child support withholding, and other legally mandated deductions.
• Support internal and external payroll audits by providing documentation and analysis as requested.

HRIS System Management

• Serve as the Paylocity system administrator, maintaining employee records, pay codes, tax profiles, benefit deductions, and organizational structures.
• Partner with HR, Finance and IT to configure, test, and implement HRIS updates, new modules, and process improvements or automation opportunities.
• Ensure data integrity between Paylocity and other HR, benefits, and financial systems through regular audits and reconciliations.
• Maintain payroll and HRIS reports, dashboards, and metrics to support HR, Finance, and executive decision-making.
• Work with Director to build and maintain performance management systems within Paylocity; train users as needed.
• Maintain up-to-date process documentation and provide assistance with training to HR and management users on payroll and HRIS functionality.

Other

• Assist management with overtime management and reporting
• Assist with confirming funding for 401(k), HSA, FSA and other benefits in the ERP system, enter payment vouchers as needed
• Assist with year-end payroll processes, including W-2 preparation, benefit reconciliations, and annual limit updates (401(k), FSA, etc.).
• Support open enrollment and benefits administration as it relates to payroll deductions and system setup.
• Responsible for compiling the data and reports for compliance with AAP and VETS reporting requirements
• Assist Director with payroll and worker’s compensation audits as needed
• Perform additional duties as requested by Management.
• Serve as backup for onboarding new employees

Requirements

• Extensive working knowledge of Paylocity payroll and HRIS software; system administration experience strongly preferred.
• Strong knowledge of multi-state payroll processing, wage and hour laws, and federal/state tax withholding requirements.
• High degree of accuracy and attention to detail, with strong analytical and problem-solving skills.
• Ability to maintain strict confidentiality when handling sensitive employee and compensation data.
• Excellent organizational and time-management skills, with the ability to meet strict, recurring payroll deadlines.
• Strong written and verbal communication skills, with the ability to explain payroll and tax concepts to non-technical staff.
• Proficiency in Microsoft Excel and Office applications; experience integrating payroll with ERP or accounting systems a plus.

Education & Experience

• Bachelor's degree in Accounting, Human Resources, Business Administration, or related field; equivalent experience considered.
• 3+ years of progressive payroll experience, including multi-state payroll processing.
• Demonstrated hands-on experience administering Paylocity or a comparable payroll/HRIS platform.
• Experience in a multi-entity or multi-location organization preferred.

Other

• Must support and abide by Duncan-Parnell’s values, mission, policies, and practices.
• Must be able to perform critical physical tasks supporting this position's core functions, including sitting, standing, and walking.

The above statements are intended to describe the general nature and level of work being performed by employees in this position. They are not intended as a complete list of all responsibilities, duties, and skills required. All personnel may be required to perform duties outside of their normal responsibilities as needed.

Equal Opportunity Employer, including Veterans and Individuals with Disabilities