Senior US Payroll Specialist (Payroll & HR Operations)
Job Overview
The Senior US Payroll Specialist is a critical member of the Human Resources team, responsible for managing end-to-end payroll processing, employee lifecycle administration, and HR system integrity across multiple locations. This role ensures payroll accuracy and regulatory compliance with applicable state and federal employment laws and serves as the primary point of contact for centers, leadership, and employees on all payroll and HR operational matters.
The ideal candidate is detail-oriented, highly organized, and comfortable working in a fast-paced, multi-site environment. They possess a deep understanding of US payroll processes, US employment regulations, and HR best practices and can exercise sound judgement while maintaining strict confidentiality. They are confident, proactive, and fluent English communicators with prior experience working directly with US-based companies, employees, and managers and can be relied upon for consistent attendance and on-time payroll delivery.
KEY RESPONSIBILITIES
• Payroll Administration
• Timekeeping Review & Error Resolution (monitoring and correcting missed or incorrect time punches and system errors)
• Pre-Payroll Review & Manager Follow-Up (payroll review notice issued to managers three days before payroll is due; identifying and escalating errors for timely correction)
• Garnishments & Deductions Administration
• Holiday & Weather Pay Administration
• Employee Onboarding
• I-9 Verification & Work Authorization (online submission and verification of List A, B, and C documents)
• Employee Termination & Offboarding
Additional Responsibilities
• HR System & Administrative Support
• Employee Engagement & Leadership Support
QUALIFICATIONS
Education & Experience
• Associate’s or Bachelor’s degree in Human Resources, Business Administration, Accounting, or a related field is preferred; an equivalent combination of education and experience will be considered.
• Minimum of 3–5 years of hands-on payroll processing and HR administration experience, preferably in a multi-site or multi-state environment. Direct interaction with US-based employees and managers is required — not solely back-office or remote processing.
• US payroll experience is a must-have, including working knowledge of the full US payroll lifecycle — onboarding, payroll processing, and termination/final pay handling.
• Prior experience working with US-based companies is a must to bridge cultural and procedural differences and manage multiple US contacts confidently.
• Prior experience with Paylocity is strongly preferred but not mandatory; familiarity with other HRIS/payroll platforms will be considered.
• Familiarity with E-Verify employment eligibility processes and applicable federal and state employment regulations, including hands-on knowledge of the I-9 verification process and acceptable document requirements (Lists A, B, and C).
Skills & Competencies
• Strong working knowledge of payroll principles, practices, and regulatory requirements, including multi-state final-pay laws, garnishment processing, and payroll deduction compliance (CCPA, IRS, state agencies).
• Exceptional attention to detail with a demonstrated ability to identify and resolve discrepancies quickly and accurately.
• Excellent organizational skills and the ability to manage multiple deadlines simultaneously in a fast-paced environment.
• Clear and professional written and verbal communication skills, with the ability to effectively interact with employees, center staff, and leadership at all levels.
• High degree of discretion and professionalism when handling sensitive and confidential employee information.
• Proficiency with the Microsoft Office Suite (Word, Excel, and Outlook) and document management systems such as BOX.
• Self-starter with strong problem-solving skills and the ability to work independently with minimal supervision.
• Confident, responsive, and fluent English communicator, comfortable reaching out directly to US-based employees and managers to clarify and resolve payroll issues.
• Proactive working style — able to identify issues, contact the appropriate people, and resolve problems independently rather than waiting for instructions.
• Strong troubleshooting skills, including prompt identification and correction of time punch and payroll system errors.
• Demonstrated reliability and consistent attendance — this role is the sole owner of the payroll function, and dependability is critical to on-time employee payments.
• Maturity and the aptitude to learn quickly, including state-specific compliance nuances such as final paycheque timing rules (e.g., California).
MUST-HAVE & DESIRABLE CRITERIA
• 3–5 years hands-on US payroll processing experience, with direct US employee and manager interaction
• Working knowledge of the full US payroll lifecycle (onboarding, processing, termination/final pay)
• Familiarity with the I-9 verification process and document requirements (Lists A, B, and C)
• Prior experience working with US-based companies; confident, fluent English communication
• Experience with Paylocity or a comparable HRIS/payroll platform
• Proactive, independent problem-solver with strong troubleshooting skills
• Proven reliability and dependable attendance
Desirable
• Direct Paylocity experience
• Depth in multi-state final-pay and termination compliance (e.g., California)
• Broader HR administration exposure (onboarding, offboarding, benefits, HRIS data integrity)
• Experience operating as a sole or small-team payroll function
Due to the volume of applications, we regret only shortlisted candidates will be notified. Candidates will only be contacted by authorised Flat Planet recruiters via the firm’s business contact number or business email address.
