Payroll Administrator Fixed Term (US)

VSE Aviation; Town of Florida (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

VSE Aviation is seeking a Payroll Administrator to oversee end-to-end payroll processing for U.S. and international operations across multiple entities. You will handle data entry, Paycom records, and resolve payroll inquiries.

Based in the Miami, Florida area, this fixed-term role runs 9 to 12 months and involves collaboration with HR, Payroll Manager, and the HR Technology team to ensure compliance and accurate pay delivery.

Qualifications

• Bachelor's degree or equivalent experience required or preferred.
• 4 years of relevant/technical work experience.
• 5+ years of payroll processing experience in a multi-entity environment.
• Working knowledge of federal and multi-state payroll tax regulations (FLSA, withholding, unemployment).
• Experience with a cloud-based payroll/HRIS platform (Paycom preferred; UKG, Ceridian acceptable).
• Strong data entry accuracy and numerical validation.

Responsibilities

• Process semi-monthly and off-cycle payrolls for multiple U.S. and Non-U.S. entities in Paycom.
• Review and audit timekeeping data and pay rule exceptions.
• Enter and validate payroll adjustments, manual payments, and retroactive pay changes.
• Run pre-processing audits and resolve discrepancies prior to payroll submission.
• Support bridge payrolls and acquisitions-related payroll events.
• Maintain payroll records in Paycom (new hires, terminations, status changes).
• Audit pay data for accuracy (earnings codes, deductions, tax withholdings).
• Coordinate with HR/Benefits on leaves and garnishments.
• Assist with federal/state/local payroll tax filings and deposits; support W-2 processing.

Skills

Payroll processing

Data entry accuracy

Microsoft Excel

Multi-entity payroll knowledge

Attention to detail

Communication skills

Problem solving

Education

Bachelor's degree or equivalent experience

Tools

Paycom

UKG

Ceridian

Job description

SUMMARY: The Payroll Administrator supports end-to-end payroll processing for VSE Aviation's U.S. & Non-U.S operations across multiple legal entities, ensuring accurate and timely pay delivery for approximately 2,000+ employees. This role is responsible for day-to-day payroll transaction processing, data entry, employee record maintenance in Paycom, and first-line resolution of employee payroll inquiries. The Payroll Administrator works closely with the Payroll Manager and HR Technology team to maintain payroll data integrity, support compliance activities, and assist with process improvement initiatives. This is a fixed-term contract position, anticipated to run 9 to 12 months, based in the Miami, Florida area.

Duties & Responsibilities

Responsibilities include, but are not limited to:

Payroll Processing

• Process semi-monthly and off-cycle payrolls for multiple U.S. & Non-U.S legal entities in Paycom
• Review and audit timekeeping data, including overtime, shift differentials, and pay rule exceptions
• Enter and validate payroll adjustments, manual payments, and retroactive pay changes
• Run pre-processing audits and resolve discrepancies prior to payroll submission
• Support bridge payrolls and special pay runs associated with acquisitions or system transitions

Data Entry & Employee Records

• Maintain employee payroll records in Paycom, including new hire setup, terminations, and status changes
• Process Personnel Action Forms (PAFs) and ensure timely downstream updates in payroll
• Audit employee pay data for accuracy, including earnings codes, deduction elections, and tax withholdings
• Coordinate with HR and Benefits teams on changes that impact payroll (leaves, benefit elections, garnishments)

Compliance & Reporting

• Assist with federal, state, and local payroll tax filings and deposits
• Support quarterly and year-end activities, including W-2 preparation and distribution
• Respond to wage and hour inquiries, ensuring compliance with FLSA, state wage laws, and company policy
• Maintain accurate records of garnishments, child support orders, and tax levies

Employee Support

• Serve as a first point of contact for employee payroll inquiries through the AskHR & Payroll Mailbox
• Research and resolve paycheck discrepancies in a timely and professional manner
• Educate employees on payroll-related self-service tools and processes within Paycom

Systems & Process Support

• Support system configuration testing for Paycom upgrades, enhancements, and new module rollouts
• Maintain documentation for payroll procedures, SOP updates, and process guides
• Assist the HR Technology team with integration testing related to payroll data feeds (e.g., benefits carriers, finance)
• Participate in acquisition-related payroll onboarding activities, including employee data imports and bridge payroll setup
• Other duties as assigned.

Minimum Requirements

• Bachelor's degree, OR an additional 3 years of specific work experience in lieu of degree
• 4 years of relevant/technical work experience
• 5+ years of payroll processing experience in a multi-entity or mid-to-large employer environment
• Working knowledge of federal and multi-state payroll tax regulations (FLSA, withholding, unemployment)
• Experience with a cloud-based payroll/HRIS platform (Paycom preferred; UKG, Ceridian, or Remote is acceptable)
• Strong attention to detail and a high degree of accuracy in data entry and numerical validation
• Ability to manage competing deadlines and prioritize effectively in a fast-paced payroll cycle
• Proficiency with Microsoft Excel (VLOOKUP, basic data manipulation, and audit tools)
• Strong written and verbal communication skills with the ability to handle sensitive employee matters with discretion

Preferred Requirements

• Experience with Paycom, including familiarity with payroll, time and labor, and employee self-service modules
• Exposure to acquisition or merger payroll transitions, including employee data migration and parallel processing
• Fundamental Payroll Certification (FPC) or working toward Certified Payroll Professional (CPP)
• Experience supporting multi-state payroll across 20+ jurisdictions
• Familiarity with payroll-to-GL reconciliation and ERP integration (Oracle NetSuite, Quantum or similar)
• Experience using a ticketing or case management system for HR or payroll support

Other

• Selected applicant will be subject to a background check and a pre-employment drug screening.
• This is a fixed-term contract position with an anticipated duration of 9 to 12 months, based on business needs, with no guarantee of extension or conversion to a regular position.