Payroll Analyst

Payroll Administration

• Process multi-state payrolls in accordance with established payroll schedules and deadlines.
• Review payroll input for accuracy, including hours worked, pay rates, deductions, garnishments, and special payments.
• Validate payroll calculations before final submission.
• Monitor payroll workflows to ensure all required approvals are completed.
• Investigate and resolve payroll discrepancies promptly.
• Maintain payroll records in compliance with company policies and regulatory requirements.
• Process off-cycle payrolls, manual checks, and payroll adjustments as required.
• Coordinate payroll processing for bonuses, commissions, retroactive payments, and special earnings.
• Support year-end payroll activities, including W-2 processing and reconciliation.
• Maintain payroll job aids and standard operating procedures.
• Respond to employee payroll inquiries through case management or shared inbox processes.

Payroll Tax Administration

• Manage payroll tax setup and maintenance for federal, state, and local jurisdictions.
• Ensure accurate withholding, reporting, and remittance of payroll taxes.
• Monitor tax notices and coordinate timely responses and resolutions.
• Reconcile payroll tax accounts and general ledger balances.
• Validate quarterly and annual tax filings for accuracy.
• Review wage and tax reports to ensure compliance across jurisdictions.
• Assist with new state and local tax registrations.
• Support tax compliance related to multi-state payroll operations.
• Coordinate with third-party payroll providers on tax filings and corrections.
• Maintain payroll tax calendars and filing schedules.
• Research payroll tax regulations and implement required changes.

Compliance & Audit Responsibilities

• Support internal and external payroll audits.
• Conduct payroll and tax reconciliations.
• Identify compliance risks and escalate issues as needed.
• Ensure adherence to federal, state, and local wage and tax laws.
• Assist with correction processing, including amended filings and W-2 corrections (W-2c).

Systems & Reporting

• Maintain employee payroll and tax records in payroll and HRIS systems.
• Generate payroll reports for internal and external stakeholders.
• Audit payroll system configurations for accuracy.
• Support payroll system updates, testing, and implementation activities.
• Assist with timekeeping system integrations and data validation.

Preferred Systems Experience:

• Workday Payroll
• ADP
• Timekeeping platforms
• Payroll tax filing systems

Customer Service Responsibilities

• Provide support to employees, HR, and Finance teams regarding payroll and tax questions.
• Communicate payroll deadlines and requirements to business partners.
• Provide education and guidance on payroll tax matters when needed.
• Maintain professionalism and confidentiality in all communications.

Qualifications

Education

• Associate or Bachelor's degree in Accounting, Finance, Business Administration, or related field preferred.

Experience

• 3–5 years of payroll processing experience required.
• 2–3 years of payroll tax administration experience preferred.
• Multi-state payroll experience required.
• Experience working with third-party payroll providers strongly preferred.

Required Knowledge & Skills

• Strong understanding of payroll processing workflows.
• Knowledge of federal, state, and local payroll tax regulations.
• Experience handling payroll tax notices and reconciliations.
• Ability to manage multiple deadlines and priorities.
• Strong analytical and problem-solving skills.
• High level of accuracy and attention to detail.
• Ability to maintain confidentiality.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP preferred).

Physical & Work Environment (Optional Section)

• Ability to sit for extended periods.
• Ability to work under deadline pressure during payroll cycles and year-end activities.
• Remote work environment.

Performance Expectations (Highly Recommended Section)

This helps set realistic expectations and supports performance management.

• Payroll processed with 99%+ accuracy.
• Tax filings submitted on time with zero penalties attributable to internal error.
• Payroll inquiries responded to within 1 business day.
• Payroll reconciliations are completed monthly.
• Compliance deadlines consistently met.

The above statements are intended to indicate the general nature and level of work being performed by employees within this classification. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of employees assigned to this job. Employees in this job may perform other duties as assigned.