HR Assistant & Payroll Clerk

Lotlinx•Chandler, FL

8d•$55,000 - $65,000•Onsite

About The Position

The HR Assistant & Payroll Clerk supports the People Operations team by preparing and checking US and Canadian payroll data and handling HR administration, including new-hire paperwork, employee records, benefits forms, and filing. Working under the guidance of the Senior Manager, People Operations, this person is often the first point of contact for employees with routine payroll and HR questions. The role is suited to someone early in a payroll or HR career who wants hands-on experience in both areas. This is a full-time, on-site role based in West Palm Beach, Florida. The posting also lists the company’s Chandler, Arizona office as a work location, but its qualifications specify the ability to work full-time on-site in West Palm Beach. Workloads are heavier around payroll dates, year-end from December through February, and open enrollment. The work is divided approximately equally between payroll and HR administration. The role prepares payroll inputs, supports audits and reconciliations, tracks payroll deductions and notices, and responds to routine pay questions. HR duties include coordinating new-hire and offboarding processes, maintaining personnel records, supporting benefits administration, tracking leave and workers’ compensation paperwork, and assisting with HR programs and reporting.

Requirements

1–3 years of experience in payroll, HR administration, accounting support, or a similar office role.
High school diploma or equivalent.
Experience with an HRIS or payroll system, such as Rippling, ADP, Paychex, or a similar system.
Strong data-entry accuracy and comfort using Excel or Google Sheets for sorting, filtering, and basic formulas.
Proven discretion in handling confidential employee and pay information.
Ability to work full-time on-site in West Palm Beach, Florida.
Detail-oriented, organized under deadline pressure, and able to manage several payroll calendars.
Clear, friendly communication skills and ability to explain pay and benefits in plain language.
Process-minded approach, including documenting work and looking for opportunities to automate it.

Nice To Haves

Associate degree or coursework in HR, accounting, or business administration.
Exposure to multi-state US payroll or Canadian payroll.
Experience with I-9 and E-Verify.
Fundamental Payroll Certification (FPC) or a PHR.

Responsibilities

Collect, review, and enter timesheets, hours, and pay changes before US and Canadian payroll cutoffs.
Enter new hires, terminations, and changes to pay, deductions, and direct deposit in the payroll system.
Prepare commission, bonus, and expense reimbursement inputs for review.
Run pre-payroll audit reports and flag discrepancies for the Senior Manager to resolve before approval.
Help prepare off-cycle payroll inputs for final pay and severance.
Track deductions, including 401(k), RRSP, benefits, garnishments, and parking.
Assist with payroll-to-general-ledger reconciliations and gather supporting documents for Finance.
File and track payroll tax notices, agency letters, and audit requests.
Help with year-end tasks, including W-2 and T4 data checks, Records of Employment (ROEs), and employee address updates.
Answer routine questions about pay stubs, direct deposit, and tax forms, escalating complex questions.
Prepare and send new-hire paperwork; collect I-9, W-4, TD1, and direct-deposit forms; and follow up on missing items.
Complete I-9 verification and E-Verify cases within required timelines.
Enter and update employee records in Rippling and maintain complete, organized personnel files.
Set up orientation schedules, equipment, and system-access requests with IT and hiring managers.
Process offboarding checklists, including access removal, equipment return, and exit paperwork.
Submit benefits enrollments, life-event changes, and terminations to carriers, and help reconcile monthly invoices.
Track leave and workers’ compensation dates and paperwork for the Senior Manager.
Process employment verification requests and distribute required annual notices and postings.
Pull headcount, new-hire, and turnover reports.
Support open enrollment, performance review cycles, recruiting, and employee events.
Maintain accurate and timely payroll inputs, complete new-hire paperwork and records before employees’ first days, and respond to routine employee questions within one business day.