USA Payroll Adminstrator

Aeris•Chicago, IL

3d•Onsite

About The Position

We are seeking a detail-oriented and process-driven USA Payroll Administrator to own the end-to-end processing of U.S. payroll for approximately 200 employees. This role is critical to ensuring employees are paid accurately and on time while maintaining compliance with all federal, state, and local regulations. Beyond day-to-day payroll execution, this position plays a key role in scaling payroll operations. As the company continues to grow, the Payroll Administrator will help document, improve, and streamline payroll processes, controls, and standard operating procedures. This is an ideal opportunity for someone who enjoys both hands-on payroll work and building more efficient ways of working. This role is based in Chicago and partners closely with Finance and HR.

Requirements

Hands-on experience processing U.S. payroll end-to-end using a payroll system (Rippling experience not required but must be willing to learn)
Experience supporting multi-state payroll and navigating varying state tax requirements
Strong working knowledge of payroll compliance, taxes, deductions, and garnishments
Proven attention to detail with the ability to catch and resolve payroll discrepancies before processing

Nice To Haves

Bachelor’s degree or equivalent experience
Payroll certifications (CPP, FPC, or similar) a plus
Experience supporting payroll for ~200 employees or more
Exposure to payroll system implementations or system transitions
Experience working with Rippling, Fidelity, or similar payroll/benefits platforms
Interest in process improvement, documentation, and operational scalability
Familiarity with using or exploring AI tools to improve payroll workflows (early adoption experience welcome)

Responsibilities

Process end-to-end bi-weekly U.S. payroll for approximately 200 employees with a focus on accuracy and timeliness
Ensure compliance with all federal, state, and local payroll regulations, including multi-state requirements
Manage payroll tax filings, deductions, garnishments, and agency payments
Own year-end payroll activities, including W-2 preparation, reconciliation, and reporting
Coordinate 401(k) contributions and loan repayments with Fidelity, including reconciliations and issue resolution
Support payroll system administration and optimization, including learning and working within Rippling
Partner with HR and Finance on payroll-related data changes, audits, and reporting needs
Document day-to-day payroll processes, controls, and standard operating procedures
Identify and implement efficiencies to improve payroll accuracy, scalability, and operational continuity
Assist with special payroll projects and system integrations as needed