Payroll Analyst

Job Description

Job Description

Position Summary

This role is responsible for processing payroll, ensuring compliance with federal, state, and local regulations, and providing reporting and analysis to support payroll operations. The ideal candidate will have strong problem-solving skills, experience with payroll systems, and a keen eye for accuracy and compliance. The HR Analyst reports directly to the Chief Financial Officer.

Duties & Responsibilities

Payroll Processing & Administration

• Process and review bi-weekly, semi-monthly, or monthly payroll for all employees, ensuring accuracy in earnings, deductions, benefits, taxes, and direct deposits.
• Ensure timely payroll submission in alignment with company deadlines and banking requirements.
• Manage multi-state payroll processing, ensuring compliance with state-specific tax laws and wage regulations.
• Validate timekeeping records, overtime calculations, shift differentials, bonuses, commissions, and retroactive pay adjustments.
• Ensure proper handling of wage garnishments, child support orders, and tax levies, adhering to legal guidelines.
• Conduct final paycheck processing for terminating employees, including severance payments and PTO payouts.

Compliance & Legal Regulations

• Stay updated on federal, state, and local payroll laws, including FLSA, ACA, and IRS tax guidelines.
• Ensure compliance with payroll tax requirements, including FICA, FUTA, SUTA, and state/local income taxes.
• Maintain compliance with wage and hour laws, ensuring accurate classification of exempt vs. non-exempt employees.
• Ensure all payroll processes align with EEO, ADA, and union agreements (if applicable).
• Work with legal and HR teams to ensure compliance with immigration-related payroll requirements (I-9, work visas, etc.).
• Respond to internal or external payroll audits, providing documentation as required.

Payroll System & Technology Management

• Serve as the primary administrator for payroll software (e.g., ADP, Workday, UKG, Paycom).
• Ensure accurate payroll data integration with HRIS, accounting, and benefits systems.
• Troubleshoot system issues, working with IT or external vendors to resolve errors.
• Maintain payroll data security and confidentiality, following company policies and GDPR (if applicable).
• Support system upgrades, testing, and automation of payroll functions for efficiency improvements.

Tax & Benefit Reconciliation

• Ensure accurate withholding, remittance, and reporting of federal, state, and local taxes.
• Reconcile payroll tax liabilities with the general ledger and resolve any discrepancies.
• Coordinate with finance and benefits teams to ensure accurate payroll deductions for 401(k), HSA, health insurance, and FSA contributions.
• Process year-end tax filings, including W-2s, 1099s (if applicable), and ACA forms (1095-C).
• Work with external tax agencies to resolve payroll tax notices, amendments, and refunds.

Employee Support & Issue Resolution

• Act as a liaison between employees and payroll to resolve paycheck discrepancies, direct deposit issues, and tax withholding concerns.
• Educate employees on payroll policies, tax forms (W-4, state forms), and benefit deductions.
• Assist with off-cycle payments, corrections, or adjustments due to errors or system failures.
• Handle expense reimbursements and ensure compliance with company policies.

Reporting & Data Analysis

• Generate detailed payroll reports, including headcount, labor costs, overtime trends, tax liabilities, and payroll accruals.
• Support budget forecasting and financial planning by providing payroll cost analysis to finance teams.
• Conduct payroll trend analysis, identifying potential risks, errors, or cost-saving opportunities.
• Provide ad-hoc reports to HR, finance, and leadership as needed for business decisions.

Process Improvement & Strategy

• Continuously analyze payroll processes to identify efficiencies, automation opportunities, and cost savings.
• Partner with HR and finance teams to develop payroll best practices and standard operating procedures.
• Implement new payroll policies and procedures to enhance accuracy and efficiency.
• Assist in payroll system transitions, mergers, acquisitions, or integrations.
• Train HR and management teams on payroll-related policies, compliance updates, and reporting tools.

Qualifications

Required:

· Bachelor’s degree in Business or a related field,

· 4+ years of relevant experience in a payroll or related role

· Proven ability to collaborate and build strong relationships.

· Problem-solving mindset with strong attention to detail

· Customer-focused centric with strong customer service skills

· Excellent written and verbal communication and presentation skills.

· Strong interpersonal skills and the ability to work cross-functionally.

· Ability to handle confidential information with professionalism.

· Proven ability to manage multiple priorities in a fast-paced environment.

· Proficiency in payroll software (e.g., ADP, Workday, UKG, Paycom) and Microsoft Excel (VLOOKUP, pivot tables, data analysis).

· Knowledge of payroll tax laws and HR compliance requirements.

· Ability to work under tight time constraints and handle sensitive data.

· Highly organized with the ability to prioritize and manage time efficiently.

Physical Demands/Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

Physical Demands & Required Training:

· Frequent repetitive movement of hands and fingers, including typing and writing.

· Occasional standing and walking.

· Reaching with hands and arms.

· Ability to talk and hear.

· Must be able to lift up to 40 pounds frequently.

· Annual completion of professional development, industry /job specific, and approved by leadership.

Benefits

· Fully Remote or Hybrid

· Medical, Dental, Vision

· Long-term Disability Coverage

· Life Insurance

· 401K Match

· Paid Time Off

· Company Observed Holidays

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