The posting
SUMMARY OF RESPONSIBILITIES: The Payroll Specialist serves as the primary payroll and employment support partner for assigned clients, MSP partners, and contingent workers. This position is responsible for ensuring the accurate, timely, and compliant administration of payroll while delivering an exceptional customer experience.
The Payroll Specialist manages the complete payroll lifecycle, including assignment setup, payroll processing, audits, compliance, issue resolution, reporting, and employee support. This role partners closely with clients, internal departments, and contingent workers to ensure payroll operations are executed accurately while maintaining compliance with all applicable employment laws and client requirements.
Success in this role requires exceptional attention to detail, strong analytical and organizational skills, sound judgment, and a commitment to providing concierge-level customer service.
- Demonstrates exceptional attention to detail while maintaining speed and accuracy.
- Thrives in a deadline-driven environment with multiple competing priorities.
- Builds trusted relationships with clients, MSP partners, and employees through responsive, solution-focused service.
- Anticipates issues before they occur and proactively develops solutions.
- Takes ownership of assigned accounts and follows through on commitments.
- Maintains confidentiality and exercises sound judgment when handling sensitive payroll and employment matters.
- Communicates professionally and confidently with individuals at all organizational levels.
- Embraces technology, process improvements, and continuous learning.
- Maintains accurate documentation that allows teammates to seamlessly support assigned accounts.
- Contributes to a collaborative team environment by sharing knowledge and supporting colleagues.
DESCRIPTION OF ESSENTIAL DUTIES AND FUNCTIONS:
- Payroll Administration Process US weekly payroll accurately and on time utilizing VMS platforms, timekeeping systems, and internal payroll applications. Audit payroll data to ensure accuracy, completeness, and compliance. Review, investigate, and resolve payroll discrepancies, load errors, and processing issues. Assist employees with timecard submissions and proactively follow up on missing or incomplete timecards. Process pay rate adjustments, assignment extensions, bonuses, reimbursements, and other payroll transactions based on approved client requests. Ensure employee assignments are accurately established within AllSource systems to support payroll, billing, reporting, and workers' compensation coverage.
- Client & Employee Support Serve as the primary payroll contact for assigned US clients, MSP partners, and contingent workers. Build consultative relationships through responsive communication and proactive support. Resolve payroll, timekeeping, employment, and onboarding questions professionally and efficiently. Coordinate end-of-assignment activities, including final pay administration in accordance with applicable state laws. Distribute client and company communications, including operational updates, weather notifications, and program announcements.
- Compliance & Risk Management Maintain compliance with all applicable US federal, state, and local employment laws, including wage and hour regulations, overtime, tax withholding, paid sick leave, wage notices, expense reimbursement, and final pay requirements. Ensure compliance with client contracts, service level agreements, and program requirements. Partner with Compliance to complete discrepancy reports, aging reports, audits, and regulatory requirements within established deadlines. Coordinate required state-mandated training communications and documentation. Utilize secure methods for transmitting confidential employee and client information.
- Client Program Administration Maintain accurate employee, client, payroll, and program records. Maintain client trackers, census reports, training documentation, and process guides. Organize and maintain SharePoint documentation, including contracts, amendments, process documentation, and key client communications. Ensure all account documentation remains current and audit-ready.
- Operational Excellence Manage multiple priorities while consistently meeting critical deadlines. Identify opportunities to improve processes, documentation, and operational efficiencies. Participate in cross-training and maintain detailed account documentation to ensure business continuity. Prepare account coverage plans for planned and unplanned absences, including updated training documentation, client notifications, automated email responses, and voicemail updates. Complete special projects and support department initiatives as assigned.
PREFERRED QUALIFICATIONS:
- Staffing, Employer of Record (EOR), MSP, or VMS experience.
- Knowledge of US multi-state payroll and employment laws.
- Experience supporting contingent workforce programs.
- Experience with payroll software, HRIS systems, and vendor management systems.
REQUIRED QUALIFICATIONS:
- Associate's degree or equivalent work experience preferred.
- Minimum 4 years of US payroll, US staffing, or US HR, experience.
- Successful experience working US business hours from a remote setting.
- Strong technology aptitude with the ability to quickly learn new systems and software.
- Advanced Microsoft Office skills, particularly Excel (formulas, PivotTables, XLOOKUP/VLOOKUP preferred).
- Excellent written, verbal, and interpersonal communication skills.
- Strong analytical, organizational, and problem-solving abilities.
- Exceptional attention to detail.
- Ability to maintain confidentiality and exercise sound judgment.
- Ability to work independently while managing multiple priorities and deadlines.
- Demonstrated commitment to providing outstanding customer service.
EDUCATION REQUIREMENT: Associate's degree or equivalent work experience preferred.
SUPERVISION EXERCISED/ #OF STAFF: N/A
LANGUAGE/COMMUNICATION SKILLS (written & verbal): Must have the ability to communicate clearly and concisely courteously and professionally in person, via telephone, and email.
COMPUTER/SYSTEM SKILLS REQUIREMENTS: Good working knowledge in MS Word; Internet, and Outlook. Proficiency in Excel is preferred. Must have the ability to learn and become proficient in multiple VMS tools including all Act 1 and Agile 1 Technology.
SKILLS REQUIREMENTS:
- Customer First - Provides exceptional service by building trusted relationships with clients, employees, MSP partners, and internal teams. Demonstrates professionalism, responsiveness, empathy, and urgency while delivering solutions.
- Compliance & Integrity - Maintains the highest ethical standards while ensuring compliance with company policies, client requirements, and all applicable federal, state, and local employment laws.
- Ownership & Accountability - Takes responsibility for delivering accurate work, meeting commitments, and proactively resolving issues.
- Collaboration & Communication - Works effectively across departments while maintaining open, respectful, and proactive communication.
- Continuous Improvement - Looks for opportunities to improve processes, reduce risk, increase efficiency, and enhance employee and client experience.
- Quality & Attention to Detail - Produces organized, accurate, and reliable work while maintaining the integrity of payroll and employee data.
- Adaptability - Remains flexible and effective while responding to changing client needs, business priorities, and operational requirements.
CERTIFICATES, LICENSES, REGISTRATION REQUIREMENTS: None
WORK ENVIRONMENT/ PHYSICAL OR MENTAL ABILITIES: The demands described here are representative of those that must be met by the employee to successfully perform the essential functions of the job with or without a reasonable accommodation. If working-from-home, ensure you have a dedicated work environment and that you have the connectivity options to be able to support remote work
MENTAL DEMANDS:
- Problem Solving
- Working with interruptions
- Analytical Skills
- Creativity
- Organization
- Communications Verbal and Written
PHYSICAL DEMANDS:
- Prolonged periods of sitting and working at a computer.
- Ability to communicate effectively via telephone, video conference, and email.
- Ability to occasionally lift up to 15 pounds.
- Ability to work additional hours during payroll processing periods or business-critical deadlines as needed.
- Ability to maintain a distraction-free workspace when working remotely.
