A Payroll Officer is responsible for managing and processing employee compensation, ensuring accurate and timely payment while maintaining compliance with federal and state regulations. This role is critical for maintaining employee satisfaction, ensuring legal compliance, and supporting the organization's financial integrity.
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What is a Payroll Officer?
A Payroll Officer is a financial professional specializing in the administration of employee compensation within an organization. They are experts in payroll systems, tax regulations, and labor laws, ensuring that all employees are paid accurately and on time. This role requires meticulous attention to detail, strong numerical skills, and a thorough understanding of compliance requirements to prevent errors and legal issues.
What does a Payroll Officer do?
A Payroll Officer manages the end-to-end payroll process, including calculating wages, processing deductions, and issuing payments via direct deposit or checks. They maintain payroll records, reconcile discrepancies, and ensure compliance with tax withholding and reporting obligations. Additionally, they address employee inquiries related to pay, collaborate with HR on benefits administration, and generate reports for management to support financial planning and auditing processes.
Job Overview
We are seeking a meticulous Payroll Officer to manage and execute all payroll functions for our US-based workforce. This role requires exceptional attention to detail, comprehensive knowledge of US payroll regulations, and the ability to maintain accurate payroll processing in compliance with federal, state, and local laws. The ideal candidate will ensure timely and accurate compensation for all employees while maintaining strict confidentiality.
Payroll Officer responsibilities include:
1. Process bi-weekly and semi-monthly payroll for 500+ employees across multiple states
2. Calculate and process wage payments, overtime, bonuses, commissions, and deductions accurately
3. Manage multi-state tax withholding and ensure compliance with state-specific regulations
4. Process garnishments, levies, and support orders in accordance with legal requirements
5. Maintain and update employee payroll records in ADP Workforce Now system
6. Reconcile payroll accounts and resolve discrepancies promptly
7. Generate and distribute W-2s and 1099 forms in compliance with IRS regulations
8. Address employee payroll inquiries regarding paychecks, deductions, and tax withholdings
9. Collaborate with HR on new hires, terminations, and employee status changes
10. Prepare and submit quarterly and annual payroll tax reports to appropriate agencies
1. 3+ years of hands-on payroll processing experience in US multi-state environment
2. Comprehensive knowledge of federal, state, and local payroll tax regulations
3. Proficiency with ADP Workforce Now or similar enterprise payroll software
4. Strong understanding of FLSA, wage and hour laws, and payroll compliance requirements
5. Experience processing garnishments, tax levies, and support orders
6. Excellent mathematical skills and attention to detail with 99.9% accuracy rate
7. Ability to maintain strict confidentiality of sensitive payroll information
8. High school diploma or equivalent with payroll certification progress
Preferred Qualifications
1. Associate's or Bachelor's degree in Accounting, Finance, or Business Administration
2. FPC (Fundamental Payroll Certification) or CPP (Certified Payroll Professional)
3. Experience with payroll processing for 1000+ employees
4. Knowledge of California and New York state payroll regulations specifically
5. Experience with payroll system implementation or migration projects
6. Background in accounting principles and general ledger reconciliation
7. Proficiency in Microsoft Excel including pivot tables and advanced formulas
8. Experience with time and attendance systems integration
Bonus Skills
1. CPP (Certified Payroll Professional) certification
2. Experience with international payroll processing for global organizations
3. Knowledge of SOX compliance requirements for public companies
4. Bilingual skills in Spanish for employee communication
5. Experience with Workday, SAP, or Oracle payroll modules
6. Advanced Excel skills including macros and data analysis tools
7. Project management experience for payroll process improvements
8. Understanding of benefits administration and 401(k) reconciliation processes
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