Payroll Specialist

Adobe Care And Wellness LLC•Phoenix, AZ

47d•Hybrid

About The Position

The Payroll Specialist is responsible for the accurate, timely, and compliant processing of multi-state payroll operations. This role serves as a subject-matter expert in payroll administration, tax compliance, and reporting, ensuring all payroll activities adhere to federal, state, and local regulations. The Payroll Specialist plays a critical role in maintaining payroll integrity, supporting employees and leadership, and partnering with internal teams to continuously improve payroll processes. This position requires a high degree of attention to detail, confidentiality, and independent judgment, as well as the ability to manage complex payroll scenarios, resolve discrepancies, and liaise directly with state agencies. This is a newly created position to support organizational expansion that can operate in a hybrid capacity after 90 days upon the successful completion of demonstrated skills.

Requirements

Three (3) years of progressive payroll processing experience.
Demonstrated experience with payroll audits, reconciliations, and regulatory reporting.
Proficiency in payroll systems and accounting software; ADP Workforce Now is strongly preferred.
Strong working knowledge of Sage Intacct or similar accounting platforms.
Advanced proficiency in Microsoft Excel (e.g., formulas, data validation, reconciliation), as well as Word and PowerPoint.
Thorough understanding of payroll laws, wage and hour regulations, and tax compliance requirements.
Strong analytical skills with the ability to identify discrepancies and resolve complex payroll issues.
Exceptional attention to detail and commitment to accuracy.
Excellent organizational and time-management skills with the ability to manage multiple deadlines.
Strong verbal and written communication skills, with the ability to explain payroll concepts clearly to employees and stakeholders.
Ability to work independently while collaborating effectively within a team.
Proven ability to handle sensitive and confidential information with discretion and professionalism.
High school diploma or GED required.

Nice To Haves

One (1) year of multi-state payroll and tax compliance strongly preferred.
Experience establishing and maintaining state unemployment and withholding tax accounts is strongly preferred.
Knowledge of Navan,TripLog, Bill.com Spend & Expense, and Payactiv would be helpful.
Familiarity with timekeeping systems and payroll reporting tools.
Associate degree in accounting, finance, business administration or related field preferred.
Payroll and/or Accounting certifications (e.g., FPC, CPP) are a plus.

Responsibilities

Process regular and off-cycle payroll accurately and on schedule by collecting, verifying, and entering payroll data, including hours worked, overtime, PTO, bonuses, stipends, and other earnings.
Review and validate timesheets and payroll data, collaborating with managers to resolve discrepancies prior to payroll submission.
Maintain and update payroll records, including new hires, terminations, job changes, promotions, pay rate adjustments, exemptions, and benefit elections.
Issue and distribute paychecks or direct deposit confirmations as required.
Ensure payroll operations comply with internal policies, procedures, and audit standards.
Verify payroll liability calculations by determining employee taxes (federal, state, and local income taxes, Social Security, Medicare) and employer obligations (unemployment, workers’ compensation, and related taxes).
Post, review, reconcile, and audit payroll entries within payroll and accounting systems to ensure accuracy and completeness.
Prepare and analyze payroll reports, including summaries of earnings, deductions, leave balances, non-taxable wages, and special payroll adjustments.
Assist with month-end, quarter-end, and year-end payroll reconciliations.
Establish, maintain, and update state unemployment insurance and withholding tax accounts, including registration in new states as the organization expands.
Prepare, file, and submit accurate and timely monthly, quarterly, and annual payroll tax filings.
Process and distribute annual W-2 forms and ensure compliance with year-end reporting requirements.
Respond to payroll-related inquiries and notices from federal, state, and local tax agencies, including audits and requests for documentation.
Stay current on changes in payroll laws, tax regulations, and compliance requirements, advising leadership as appropriate.
Assist with annual audits including 401k audit, worker's compensation audit, and financial audits as requested.
Serve as a knowledgeable resource for employees regarding payroll questions, deductions, taxes, and pay discrepancies.
Investigate and resolve payroll issues promptly and professionally, documenting resolutions and identifying root causes.
Always ensure confidentiality and security of sensitive employee and payroll information.
Identify opportunities to improve payroll processes, workflows, and controls to enhance efficiency and accuracy.
Partner with Human Resources, Finance, and Accounting teams to ensure alignment of payroll data with benefits, compensation, and employee records.
Assist in system implementations, upgrades, testing, and documentation as needed.
Update employee data across accounting systems including but not limited to expense management, mileage reimbursement, travel, and pay advance systems.
Perform additional duties and special projects as assigned.