Payroll/Office Specialist

Description

Position Summary

The Payroll/Office Specialist is responsible for processing payroll and supporting accounting operations with a high degree of accuracy and confidentiality. This role manages payroll administration and tax reporting while supporting other department functions to ensure timely processing, accurate reporting, and compliance with federal and state regulations. The ideal candidate is detail-oriented, organized, and able to manage multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities

Payroll

• Mange extended leave administration, including submitting and reviewing reports from third party vendors
• Onboard new employees, including system setup and ordering Gas and Credit Cards as needed
• Process employee updates such as W-4s, benefit changes, and direct deposit information
• Process all payroll types (bi-weekly, off-cycle, bonus, commission), including adjustments and tax deposits
• Manage quarterly and annual payroll tax filings, business licenses, child support payments, and other required withholdings
• Calculate commission payroll accurately and on schedule
• Ensure compliance with federal, state, and multi-state payroll regulations
• Collaborate with external vendors to manage the payroll system
• Maintain accurate payroll records and respond to employee payroll inquiries
• Other HR tasks as assigned

Office Support

• Support day-to-day accounts payable and other finance department activities, ensuring accuracy, timeliness, and compliance with company policies
• Process vendor invoices, including invoice review, generation, and distribution
• Monitor aging reports and assist with follow-up on outstanding balances or discrepancies
• Research and resolve vendor issues, payment discrepancies, and account inquiries in a timely manner
• Maintain vendor and customer setup, including W-9 collection and maintenance of account records
• Support month-end close activities, including reconciliation and reporting
• Perform year-end activities such as 1099 preparation and audit support 
• Maintain accurate documentation and records in accordance with internal controls and accounting policies
• Process credit card expense reporting, sales tax documentation and reporting, Good to Go invoices, resale certificates, and third-party billing requirements
• Provide administrative and financial support to internal teams as needed
• Perform other duties as assigned

Requirements

Minimum Qualifications 

• Minimum of one (1) year of payroll experience
• Minimum five (5) years’ general accounting/office experience
• Strong Microsoft Excel skills, including formulas, pivot tables, and reconciliations
• Demonstrated attention to detail with strong organizational and time-management skills
• Ability to manage multiple priorities and deadlines with minimal supervision
• Strong written and verbal communication skills, with the ability to interact professionally across departments and with external partners
• Proven discretion and judgment when handling sensitive employee, payroll, and financial information