Payroll & HR Specialist

Job Summary:

The Payroll & HR Specialist provides essential administrative and technical support across all areas of the Human Resources department, with a primary focus on payroll, compliance, and employee data management. This role supports key HR functions, including payroll processing, recruitment coordination, onboarding, benefits administration, and HR reporting. The specialist ensures all HR documentation and processes are completed accurately, timely, and in full compliance with company policies and federal, state, and local regulations.

Responsibilities:

Payroll & Compliance

• Prepare and process bi-weekly multi-state payroll and manage timekeeping system.
• Partner with Finance team to review, track, and verify payroll data.
• Maintain payroll records and support compliance reporting (W-2s, 1095-C forms, ACA, and Worker's Compensation).
• Assist with payroll-related audits and ensure compliance with federal, state, and multi-state regulations.
• Coordinate state registrations and compliance requirements when expanding into new states.

HR Administration & Benefits

• Manage employee enrollments, updates, and terminations for health, dental, vision, and other plans.
• Support open enrollment, liaising with our benefits broker to resolve employee issues.
• Administer onboarding and offboarding processes, ensuring documentation and compliance requirements are met.
• Maintain and update employee records, contracts, and amendments in our HRIS.

Recruitment & Employee Support

• Administer job postings on all designated platforms and internal portals.
• Coordinate the full interview scheduling process, managing communications between candidates and hiring managers.
• Process and monitor pre-employment screenings, including background checks.

HRIS & Reporting

• Support HRIS-related projects (system enhancements, new modules, or process improvements).
• Generate recurring HR reports (e.g. headcount, turnover, recruiting, overtime) to support leadership decision-making.
• Keep HR files, team lists, and organizational charts up to date.
• Manage clerical support tasks, including filing, copying, organizing, and mail distribution.

General HR Support

• Manage clerical and administrative tasks such as filing, document management, complete employment verifications
• Assist with internal HR communications, meetings, and events.

Qualifications:

• Proven experience as an HR and Payroll Specialist/Coordinator or in a similar administrative position.
• Knowledge of human resources processes and best practices.
• Curious, proactive, and a positive approach to challenges.
• Adaptable, open-minded, and agile.
• At ease in a fast-paced entrepreneurial environment.
• A warm, friendly team player with the ability to collaborate across departments.
• Strong verbal and written communication, as well as excellent interpersonal and customer service skills.
• Proficiency with Microsoft Office Suite (especially Excel) and HRIS systems (ADP WFN preferred).
• Exceptional organizational skills and attention to detail.
• Ability to handle sensitive and confidential information with discretion.
• Bachelor's degree in Human Resources, Business Administration, or a related field is a plus.

Physical Requirements:

• This position is a full-time role that requires frequent use of a computer, mouse, and keyboard.
• Frequent sitting.
• Occasional standing, bending, stooping, and walking.
• Must be able to lift up to 25 lbs.

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an "at-will" basis.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.