Payroll Specialist

Prospect Blue is seeking a detail-oriented and people-first Payroll & HR/Onboarding Specialist to join our client in Richmond, VA!!

We're looking for a detail-oriented and people-first Payroll & HR/Onboarding Specialist to join our home office team. This role sits at the intersection of payroll processing, HR compliance, and the new hire experience — and the right person will bring both technical accuracy and a genuine warmth that makes new team members feel welcome from day one.

You'll own multi-state biweekly payroll, manage our time and attendance system, and serve as the go-to resource for new hires navigating benefits enrollment and onboarding. Strong organizational skills, discretion with sensitive information, and a proactive approach are a must.

• Process multi-state biweekly payroll in Paychex and maintain accurate team member payroll records
• Monitor and audit payroll submissions bi-weekly for accuracy, compliance with company policy, and adherence to state and federal regulations
• Manage the Paychex Time and Attendance system — validate and correct time stamps, process PTO requests, and ensure timesheets are approved timely by the appropriate manager
• Coordinate new hire data and team member changes to benefit portals including HSA, health insurance, and 401(k)
• Maintain accuracy of all payroll data in Paychex including direct deposits, bonus and commission pay, PTO, holiday pay, 401(k) contributions, employer matching, tax status, and voluntary/involuntary deductions
• Ensure accurate and timely 401(k) funding and reporting; assist with annual 401(k) audits; maintain ERISA and IRS compliance
• Set up and maintain payroll deductions for garnishments and levies; ensure timely vendor remittance
• Maintain electronic personnel files and payroll documentation in cloud-based systems per established procedures
• Perform periodic audits of payroll data to confirm accurate FLSA classification and benefit eligibility
• Review and verify I-9s for new and rehired team members to ensure ongoing federal and state compliance
• Monitor the payroll email inbox and ensure requests are addressed and resolved in a timely manner
• Provide weekly time and attendance training to new hires, managers, and existing team members via desktop and/or the Paychex mobile app
• Prepare biweekly and ad hoc payroll reports as requested
• Collaborate regularly with HR and Finance
• Enter monthly journal entries in coordination with the Finance team; ensure local taxes are paid accurately and on time

• Lead monthly onboarding sessions covering team member benefits, health insurance, HSA, 401(k), PTO, and general HR/payroll Q&A
• Guide new hires through benefits enrollment in Employee Navigator and ensure they receive the Benefits Guide, 401(k) flyer, team member handbook, and any state-required documents
• Serve as a first point of contact for team member HR and payroll questions; elevate larger concerns to the Director of Human Resources
• Assist with technical setup for new hires, including hardware and software configuration as needed
• Work independently, adapt to change, and handle additional tasks with a high level of confidentiality