Payroll Specialist - Freelance, Remote

Magic; United States; Remote; USD 8,300 - 11,000; Full time

Job summary

Magic is seeking a Payroll Specialist to ensure accurate, timely payroll for a high-volume, shift-based workforce across the United States. The role handles on-cycle and off-cycle payroll, tips, reimbursements, and complex adjustments with strict confidentiality and data integrity.

This remote, full-time position requires 2+ years of U.S. payroll processing experience in hourly environments, proficiency with the payroll platform, and strong collaboration with Finance and HR teams to maintain

Qualifications

• Hands-on experience with the company’s payroll platform (hard requirement).
• 2+ years of U.S. payroll processing experience in a high-volume environment.
• Ability to calculate payroll adjustments including tips and reimbursements.
• Working knowledge of W-2s and payroll taxes (taxable vs non-taxable).

Responsibilities

• Process on-cycle and off-cycle payroll adjustments with accuracy.
• Enter, validate, and reconcile changes before payroll close.
• Record and reconcile tips and reimbursements, applying correct tax treatment.
• Investigate W-2 suspensions and resolve data mismatches.
• Handle employment verification requests with confidentiality.

Skills

Payroll platform

U.S. payroll processing

W-2 knowledge

Data integrity

Slack communication

Tools

Payroll software

Spreadsheets

Job description

About the Client

A fast-growing, U.S.-based hospitality staffing platform connects restaurants, hotels, catering/event teams, and other operators with vetted professionals to fill shifts quickly and reliably. Operating nationwide in dozens of cities, the company supports high-volume, shift-based work with a streamlined, tech-enabled experience. The team values accuracy, speed, and exceptional service for both businesses and professionals.

Why does this role exist?

This role ensures accurate, timely, and compliant payroll for a high-volume, shift-based workforce, including complex adjustments, tips, and reimbursements. As the company scales, the Payroll Specialist will streamline investigations (such as W-2 suspensions) and handle employment verification requests with precision and confidentiality. The objective is to protect data integrity, minimize payroll errors, and deliver an excellent experience to internal stakeholders and the workforce.

The Impact you’ll make

Payroll Processing Adjustments

• Process on-cycle and off-cycle payroll adjustments with a high degree of accuracy
• Calculate gross-to-net impacts for adjustments, ensuring correct taxes and deductions
• Enter, validate, and reconcile changes within the payroll platform before payroll close

Tips, Reimbursements Compliance

• Record and reconcile tips, service charges, and reimbursements within payroll
• Apply correct taxable vs. non-taxable treatment per federal and state rules
• Partner with Finance/Customer Success to resolve discrepancies quickly

Investigations Issue Resolution

• Investigate and resolve W-2 suspensions and related data mismatches
• Review exception reports, research root causes, and implement corrective actions
• Document findings and maintain clear audit trails for all resolutions

Employment Verification Documentation

• Process employment verification requests submitted electronically or from scanned physical mail
• Maintain organized records, ensuring confidentiality and data protection
• Adhere to company SOPs and compliance requirements for PII handling

Collaboration Tools

• Communicate status, blockers, and updates via Slack with speed and clarity
• Follow and improve payroll SOPs; suggest process and tooling enhancements
• Coordinate cross-functionally to support smooth payroll cycles

Skills, Knowledge and Expertise Required

• Hands-on experience utilizing the company’s payroll platform (hard requirement)
• 2+ years of U.S. payroll processing experience in an hourly/high-volume or similar environment
• Proven ability to calculate payroll adjustments, including tips and reimbursements
• Working knowledge of W-2s, withholding, and taxable vs. non-taxable reimbursements
• Demonstrated integrity and attention to detail when handling confidential information

WFH Set-Up:

• Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
• Internet speed of at least 40MBPS
• Headset with an extended mic that has noise cancellation and a webcam
• Back-up computer and internet connection
• Quiet, dedicated workspace at home

Your Superpowers

• Technical: Proficiency with payroll systems and spreadsheets (e.g., data validation, lookups, reconciliations); familiarity with U.S. payroll rules and forms; strong documentation habits; comfort working in Slack
• Analytical: Sharp problem-solving skills, root-cause analysis, and error detection
• Operational: Organized, deadline-driven, and reliable in high-volume environments
• Communication: Clear, professional written and verbal communication with cross-functional partners
• Personal: High integrity, discretion with PII, and a continuous-improvement mindset

What to expect

Work Setup

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

Working Hours

• 40 hours per week
• 8:00 AM - 4:00 PM Pacific Time, Monday - Friday

Compensation

• $7 per hour

Benefits

• No benefits package included