Payroll Specialist

Company Confidential; Pasadena (TX); On-site; USD 60,000 - 75,000; Full time

Job summary

Company Confidential is seeking an experienced Payroll Specialist to support high-volume, in-house payroll operations. You will process payroll accurately and on schedule while ensuring compliance with federal, state, and local requirements.

You will maintain employee payroll information, resolve discrepancies, handle deductions and taxes, and assist employees with payroll questions. This role collaborates with internal departments to ensure timely processing and data integrity.

Qualifications

• 5-7 years of high-volume in-house payroll processing.
• Experience with multi-state payroll and payroll taxation preferred.
• Viewpoint Vista experience is preferred.
• Strong Excel and data analysis skills required.
• Ability to handle confidential employee information and meet payroll deadlines.

Responsibilities

• Process assigned portions of the full payroll cycle with accuracy.
• Maintain and update payroll records and employee tax elections.
• Review payroll forms and support documentation for completeness and accuracy.
• Research discrepancies and resolve payroll issues independently.
• Prepare and process payroll corrections and adjustments as needed.
• Review PTO balances and accruals per company policy.
• Coordinate payroll checks to locations or job sites as requested.
• Respond to employee payroll questions professionally and confidentially.

Skills

Payroll processing

Multi-state payroll

Excel skills

Problem solving

Confidentiality

Education

High school diploma or equivalent

Accounting/Finance coursework

Tools

Vista by Viewpoint

Microsoft Excel

Job description

We are seeking an experienced Payroll Specialist to support high-volume, in-house payroll operations. This position is responsible for processing payroll accurately and on schedule while ensuring compliance with applicable federal, state, and local requirements.

The Payroll Specialist will maintain employee payroll information, review and resolve payroll discrepancies, process deductions and tax-related items, and assist employees with payroll questions. This role works closely with internal departments to ensure payroll information is complete, accurate, and processed within established deadlines.

Key Responsibilities

• Payroll Processing: Manage assigned portions of the full payroll cycle, including reviewing employee hours, earnings, deductions, taxes, and other payroll-related transactions for accuracy.
• Payroll Accuracy & Deadlines: Ensure payroll is completed accurately and within required processing timelines while following company procedures and applicable wage and tax regulations.
• Employee Payroll Records: Maintain and update payroll information, including employee tax elections, direct deposit details, wage information, deductions, and other payroll-related records.
• Payroll Documentation: Review payroll forms and supporting documentation for completeness and accuracy and maintain records in accordance with company and regulatory requirements.
• Payroll Research & Resolution: Research payroll discrepancies and employee concerns, identify the cause of issues, and complete necessary adjustments or corrections.
• Payroll Corrections: Prepare and process payroll corrections, including replacement or adjustment checks when necessary.
• Paid Time Off: Review and process vacation and other paid-time-off transactions and verify balances and accruals in accordance with established company policies.
• Payroll Check Coordination: Assist with coordinating and distributing payroll checks to appropriate locations or job sites based on authorized requests.
• Employee Support: Respond to employee payroll questions regarding wages, taxes, deductions, direct deposits, and other payroll-related matters in a professional and confidential manner.
• Payroll Tax Processing: Prepare and transmit payroll tax information to the company's third-party tax provider and review information for accuracy and timely submission.
• Tax & Vendor Reconciliation: Review payroll tax invoices, exceptions, and related reports to identify and resolve discrepancies.
• State & Local Tax Compliance: Assist with establishing and maintaining state and local payroll tax accounts as business operations expand into different jurisdictions.
• Payroll Tax Rates: Maintain applicable state and local payroll tax rates within payroll systems to support accurate employee taxation.
• Reporting & Audits: Prepare payroll reports and supporting documentation and assist with internal or external payroll audits as requested.
• Additional Responsibilities: Support payroll projects, process improvements, reconciliations, and other payroll-related duties as assigned.

Qualifications

Education

• High school diploma or equivalent required.
• Degree or coursework in Accounting, Finance, Business Administration, or a related field preferred.

Experience

• Approximately 5-7 years of high-volume, in-house payroll processing experience, preferably involving full-cycle payroll.
• Experience working with multi-state payroll and payroll taxation strongly preferred.
• Previous experience with Vista by Viewpoint is preferred.
• Intermediate to advanced Microsoft Excel skills.
• Strong understanding of payroll processes, wage and hour requirements, payroll taxation, deductions, and general payroll compliance.
• Strong analytical and problem-solving abilities with the judgment to research and resolve payroll issues independently.
• Ability to handle confidential and sensitive employee information with professionalism and discretion.
• Excellent organizational and time-management skills with the ability to manage competing priorities and strict payroll deadlines.
• Self-motivated and dependable, with the ability to work independently while maintaining a strong sense of urgency.
• Strong written and verbal communication skills with the ability to work effectively with employees and internal departments.
• Exceptional attention to detail and commitment to payroll accuracy.
• Ability to remain professional and solution-focused when handling sensitive or challenging payroll matters.
• Comfortable working in a fast-paced, deadline-driven payroll environment.

Confidential company is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, citizenship status, protected veteran status, genetic information, or physical or mental disability.