Payroll Administrator

Acorn Stairlifts, Inc.; Orlando (FL); On-site; USD 52,000 - 72,000; Full time

Job summary

Acorn Stairlifts, Inc. is seeking a detail-oriented Payroll Administrator to manage multi-state payroll operations, tax compliance, and employee benefits programs.

The role ensures accurate, timely payroll across states while maintaining compliance with federal, state, and local regulations. Responsibilities include administering benefits, retirement plans, and leave processes, as well as supporting payroll audits and process improvements.

Qualifications

• 3–5 years of progressive payroll administration experience.
• Experience with multi-state payroll and ADP Workforce Now.
• Strong knowledge of federal, state, and local payroll tax rules.
• Excellent Excel skills and data analysis.
• Ability to handle confidential information with discretion.
• Excellent communication and customer service skills.

Responsibilities

• Manage full payroll cycle for employees across multiple states, ensuring accuracy and on-schedule delivery.
• Administer multi-state payroll requirements including tax withholdings and wage and hour regulations.
• Maintain employee payroll records (new hires, changes, garnishments, etc.).
• Review timekeeping records and payroll calculations to resolve discrepancies.
• Process payroll adjustments, bonuses, and other payroll-related transactions.
• Coordinate payroll tax filings and reporting with Finance and external providers.
• Support audits by providing required payroll documentation.
• Identify and implement process improvements for payroll efficiency.

Skills

ADP Workforce Now

Payroll processing

Excel

Attention to detail

Communication skills

Education

Associate's or Bachelor's degree in related field

Tools

Timekeeping

HRIS

Payroll providers

Job description

Position Summary

We are seeking a detail-oriented and experienced

Position Summary

We are seeking a detail-oriented and experienced Payroll Administrator to manage and administer the organization's multi-state payroll operations, payroll tax compliance, and employee benefit programs. This role is primarily responsible for the accurate and timely processing of payroll across multiple states, ensuring compliance with federal, state, and local payroll regulations, tax requirements, and wage and hour laws. The position also administers employee benefit programs, retirement plans, and leave of absence processes while serving as a key resource for employees and managers regarding payroll and benefits-related questions.

Essential Job Responsibilities

Payroll Administration – Primary Responsibility

• Manage and process the full payroll cycle for employees across multiple states, ensuring payroll is accurate, complete, and delivered on schedule.
• Administer multi-state payroll requirements, including federal, state, and local tax withholdings, unemployment taxes, and applicable wage and hour regulations.
• Maintain employee payroll records, including new hire setup, terminations, compensation changes, direct deposits, tax elections, deductions, and garnishments.
• Review and audit timekeeping records, payroll transactions, employee changes, and payroll calculations to identify and resolve discrepancies before payroll processing.
• Process payroll adjustments, retroactive pay, bonuses, special payments, deductions, and other payroll-related transactions.
• Manage payroll tax administration, including quarterly filings, annual reconciliations, W-2 preparation, and other required tax reporting in coordination with payroll providers.
• Monitor changes in federal, state, and local payroll tax laws and regulations to maintain compliance across all applicable jurisdictions.
• Research and resolve payroll discrepancies, tax notices, employee inquiries, and payroll-related issues in a timely and professional manner.
• Reconcile payroll registers, payroll taxes, employee deductions, benefit contributions, and general ledger entries in partnership with Finance.
• Coordinate payroll funding, reporting, and accounting activities with Finance and external payroll service providers.
• Maintain accurate payroll documentation and records in accordance with regulatory requirements and company policies.
• Support internal and external payroll audits by preparing and providing required documentation.
• Identify opportunities to improve payroll processes, internal controls, reporting, and operational efficiency.

Benefits Administration

• Assist with the administration of employee benefit programs, including medical, dental, vision, life insurance, disability, HSA, FSA, and other company-sponsored benefits.
• Process employee benefit enrollments, terminations, qualifying life events, and eligibility changes.
• Ensure benefit deductions are accurately reflected in payroll and reconcile employee contributions and employer payments.
• Review and reconcile benefit invoices, payroll deductions, and insurance carrier eligibility records.
• Respond to employee questions regarding benefit programs, coverage, enrollment, and changes.
• Coordinate annual open enrollment activities, including employee communications, system updates, and enrollment processing.
• Work with benefits brokers, insurance carriers, and third-party administrators to resolve benefit-related issues.
• Coordinate COBRA administration with external providers.

Leave of Absence & Retirement Plan Administration

• Assist with the administration and coordination of FMLA, short-term disability, long-term disability, and other leave of absence programs.
• Track leave eligibility, required documentation, deadlines, benefit continuation, and payroll implications.
• Communicate leave requirements and processes to employees and managers.
• Assist with retirement plan administration, including employee contributions, deferrals, loans, distributions, and eligibility changes.
• Coordinate with Finance and retirement plan providers on annual audits, compliance testing, and reporting requirements.

HR Operations & Employee Support

• Maintain accurate employee information within HRIS, payroll, timekeeping, and benefits administration systems.
• Process new hire payroll setup, employee status changes, terminations, and approved compensation adjustments.
• Generate payroll, benefits, and HR-related reports for management as needed.
• Maintain confidentiality and ensure the accuracy and integrity of sensitive employee and payroll information.
• Assist with payroll and HRIS system updates, implementations, and process improvements.
• Provide responsive and professional support to employees and managers regarding payroll, tax withholding, benefits, and leave-related questions.
• Collaborate with Human Resources and Finance to ensure accurate employee data, payroll accounting, and reporting.
• Assist with onboarding activities related to payroll setup, tax forms, direct deposit, and benefits enrollment.
• Perform other HR and administrative duties as assigned.

Qualifications & Experience

• Associate's or bachelor's degree in related field preferred. Equivalent relevant experience will be considered.
• 3–5 years of progressive hands‑on payroll administration experience, preferably processing payroll for employees across multiple states.
• Strong working knowledge of ADP Workforce Now and payroll processing functions.
• Thorough understanding of federal, state, and local payroll tax requirements, including tax withholding, unemployment taxes, and payroll reporting.
• Experience with multi‑state payroll processing, payroll tax filings, quarterly and annual reconciliations, W-2s, garnishments, and employee deductions.
• Strong Excel skills and the ability to analyze, reconcile, and report payroll data accurately.
• Experience with payroll and HRIS systems, timekeeping platforms, and payroll service providers.
• Working knowledge of employee benefits administration, including medical, dental, vision, disability, and retirement plans.
• Familiarity with FMLA, COBRA, and applicable federal and state employment regulations.
• Strong attention to detail, organizational skills, analytical abilities, and problem‑solving skills.
• Ability to handle confidential employee information with discretion and professionalism.
• Excellent communication and customer service skills, with the ability to work effectively with employees, managers, Human Resources, and Finance.