Payroll Specialist

Overview

We are seeking a detail-oriented and service-focused Payroll Specialist to support payroll operations for a multi-state, multi-entity organization with multiple EINs/legal entities across the United States and Canada. As part of a lean two-person payroll department, this role will partner closely with the Payroll Manager to ensure accurate, timely, and compliant payroll processing, while helping improve processes, educate employees and managers, and deliver a high-quality payroll experience.

The ideal candidate is highly organized, comfortable working in a fast-paced environment, and able to balance transactional accuracy with strong customer service and adaptability during periods of change.

This is a hybrid position that requires in-office attendance three days a week, Tuesday through Thursday, at one of the following locations:
Horsham, PA;
Coral Gables, FL; or Fort Lauderdale, FL.

We offer a competitive compensation package, including an hourly pay range of $32.21 to $40.38 — approximately $67,000 to $83,990 annually, based on a 40-hour workweek. Additional benefits include an annual bonus opportunity, comprehensive medical benefits beginning on day one, and a company-matched 401(k) plan.

• Support end-to-end payroll processing for a multi-state workforce in the United States and Canada, ensuring payroll data is accurate, complete, and submitted on time.
• Assist with payroll activities across multiple entities and EINs/legal entities, including employee setup, transfers, tax jurisdictions, pay groups, and entity-specific reporting requirements.
• Review and validate time and attendance data, earnings, deductions, taxes, garnishments, bonuses, commissions, retro pay, leave payments, and other payroll inputs before payroll close.
• Research and resolve payroll discrepancies, employee questions, manager inquiries, and timekeeping issues with urgency, accuracy, and a strong customer service mindset.
• Partner with the Payroll Manager to maintain efficient payroll workflows in a two-person department, including checklist management, recurring calendars, documentation, cross-training, and backup coverage.
• Prepare payroll reports, reconciliations, audit support, and data validations related to payroll processing, tax, benefits deductions, general ledger, and compliance requirements.
• Support federal, state, provincial, local, and entity-level payroll compliance by following established processes and escalating risks or exceptions on time.
• Help educate employees and managers on payroll procedures, timekeeping expectations, deadlines, self-service tools, and common payroll questions.
• Contribute to payroll process improvements by identifying recurring issues, recommending efficiencies, documenting SOPs, and supporting automation or system enhancements.
• Support payroll-related change management activities, including system updates, pay cycle changes, policy/process changes, testing, communications, and employee adoption efforts.
• Maintain confidential payroll records and employee data with a high level of discretion, professionalism, and data integrity.
• Perform other payroll, time and attendance, reporting, and administrative duties as assigned to support the overall payroll function.

• Bachelor's degree in accounting, finance, business administration, human resources, or related field preferred; equivalent payroll experience may be considered.
• 2-4+ years of payroll experience, preferably in a high-volume, multi-state, and/or multi-entity environment.
• Experience supporting payroll for multiple EINs/legal entities, tax jurisdictions, and pay groups preferred.
• Working knowledge of payroll practices, wage and hour requirements, payroll taxes, deductions, garnishments, and timekeeping processes.
• Experience with payroll and HRIS systems required;
  Workday experience preferred.
• Intermediate Excel skills, including the ability to work with reports, reconcile data, identify discrepancies, and use formulas or pivot tables, preferred.
• Strong attention to detail, organizational skills, follow-through, and ability to manage recurring deadlines with limited supervision.
• Excellent customer service,…