Senior Payroll Specialist

Senior Payroll Specialist

Get AI-powered advice on this job and more exclusive features.

Cohere’s Senior Payroll Specialist plays a key role in supporting a dynamic and expanding organization of approximately 300 employees across seven U.S. states. This experienced and detail‑oriented professional will be responsible for ensuring accurate and timely payroll processing while maintaining strict compliance with federal and state wage, hour, and payroll tax regulations.

This position requires close collaboration with People Operations, Finance & Accounting, and Operations teams to uphold payroll integrity, manage reporting, and support internal and external audits. The ideal candidate brings 4+ years of multi‑state payroll experience, a strong command of payroll systems, and a high level of discretion and accuracy.

All successful team members embrace and demonstrate the core values of Trust, Reciprocity, Spirit, and Legacy while striving to exceed expectations.

• Process bi‑weekly payroll cycles for ~300 employees across multiple states using Cohere’s HRIS system (e.g., ADP, Paycom, Paylocity, etc.).
• Ensure payroll accuracy by auditing hours, earnings, deductions, and tax with holdings.
• Maintain compliance with all federal, state, and local payroll, wage, and hour laws.
• Manage employee changes (hires, terminations, compensation changes, etc.) in Cohere’s HRIS system ensuring accuracy in payroll updates.
• Respond to employee payroll inquiries and resolve discrepancies promptly.
• Manage nonexempt time‑keeping, including training and support for employees and managers, corrections and adjustments, and auditing.
• Audit weekly employee benefit discrepancy reports and make necessary adjustments, including collaboration between employees and benefit providers. Ensure accuracy in the weekly EDI HRIS file feed.
• Manage workers compensation quarterly reporting and annual audit.
• Monitor and respond to unemployment claims activity and requests for verification.
• Respond to and fulfill individual state earnings reporting requirements.
• In collaboration with the Vice President, Finance and Accounting and Director, People Operations, manage and oversee 401K program including deductions, loans, disbursements, notifications and eligibility requirements are fulfilled. Respond to and prepare quarterly reporting and annual audits.
• Support the successful onboarding of new states with HRIS state tax code set‑up and alignment with state requirements. Audit state quarterly tax filings ensuring accuracy.
• Prepare and distribute year‑end documents (W‑2s, 1099s, etc.).
• Collaborate with People Operations team to implement garnishments, benefits deductions, and bonuses.
• Process monthly staff billing for clients.
• Support internal and external audits with payroll documentation.
• Maintain accurate payroll records and support payroll‑related reporting (e.g., EEO‑1, ACA, etc.).
• Respond to general payroll inquiries in a professional, supportive and timely manner. Ensure the delivery of final paychecks in accordance with state requirements.
• Other special projects as assigned.

• Outstanding customer service skills and instincts
• Personable, tactful, and diplomatic
• High degree of integrity and ability to maintain confidentiality and professionalism
• Innovative problem solver
• Able to work independently and in a team environment.
• Detail‑oriented, with strong organizational and problem‑solving skills
• Ability to foster a collaborative environment with internal and external team members.
• Excellent verbal, written and personal communication skills.
• Enthusiastic, positive, and professional demeanor
• Flexible and adaptable
• Ability to establish and convey a sense of purpose in alignment with the values of Cohere.

• Bachelor’s Degree in Accounting, Finance, Human Resources or related field required
• 4+ years of experience in payroll processing, including multi‑state payroll required
• Proficient in payroll systems and Microsoft Excel (pivot tables, V‑lookups) required
• Understanding of wage and hour regulations (FLSA), tax compliance and labor laws required
• Familiarity with ACA, FMLA, COBRA and payroll‑related compliance reporting required
• Familia…