HR Assistant & Payroll Clerk

Lotlinx•Chandler, FL

7d•Onsite

About The Position

The HR Assistant & Payroll Clerk supports Lotlinx’s People Operations team with US and Canadian payroll preparation and checking, as well as HR administration such as new-hire paperwork, employee records, benefits forms, and filing. Working under the guidance of the Senior Manager, People Operations, this role is often the first point of contact for employees with routine payroll and HR questions. It is suited to someone early in a payroll or HR career seeking hands-on experience in both areas. The position is full-time and on-site in West Palm Beach, Florida. Workloads are heavier around payroll dates, year-end from December through February, and open enrollment. The role is divided approximately evenly between payroll-clerk and HR-assistant duties.

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 similar.
Strong data-entry accuracy and comfort with Excel or Google Sheets, including sorting, filtering, and basic formulas.
Proven discretion with confidential employee and pay information.
Ability to work full-time on-site in West Palm Beach, Florida.

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.
FPC (Fundamental Payroll Certification) or a PHR.

Responsibilities

Collect, review, and enter timesheets, hours, and pay changes before US and Canadian payroll cutoffs.
Enter new hires, terminations, and pay, deduction, and direct-deposit changes 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, 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 keep personnel files complete and organized.
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 HR programs such as open enrollment, performance-review cycles, recruiting, and employee events.