Payroll Specialist

Vintti is revolutionizing remote staffing by prioritizing time zone alignment. We connect US-based SMBs, startups, and firms with Latin American professionals who work synchronously with US schedules. This approach ensures that businesses can maintain their usual workflows, conduct real-time meetings, and collaborate effectively without the typical challenges of working across disparate time zones.

A Payroll Specialist plays a crucial role in managing an organization's payroll processes to ensure employees are paid accurately and on time. This position is responsible for maintaining employee payroll records, calculating wages, and ensuring compliance with local, state, and federal regulations. Payroll Specialists also handle employee inquiries regarding payroll, benefits, and deductions, and work closely with human resources and accounting departments to reconcile payroll discrepancies. Their expertise in payroll software and systems ensures the smooth operation of payroll cycles, contributing to employee satisfaction and financial accuracy.

- Bachelor's degree in Accounting, Finance, Business Administration, or related field
- Proven experience as a Payroll Specialist or in a similar role
- In-depth understanding of payroll processes, laws, and regulations
- Proficiency in payroll software and Microsoft Office, especially Excel
- Strong analytical and numerical skills
- Excellent attention to detail and accuracy
- Strong organizational and time management abilities
- Ability to handle confidential information with integrity
- Excellent communication and interpersonal skills
- Ability to work independently and as part of a team
- Problem-solving skills and ability to handle payroll discrepancies
- Familiarity with tax regulations and compliance requirements
- Experience with payroll audits and reconciliations
- Ability to respond to payroll-related inquiries promptly and efficiently
- Knowledge of wage garnishments, levies, and other deductions
- Familiarity with preparing W-2 and 1099 forms
- Continuous learning mindset to stay updated with changes in payroll laws and regulations
- Ability to provide support during internal and external audits
- Customer service orientation in handling employee inquiries
- Experience with multi-state payroll processing is a plus

- Process payroll for employees accurately and on time.
- Enter and maintain payroll data in the company’s payroll system.
- Verify timesheets and attendance records for completeness and accuracy.
- Calculate wages, bonuses, and deductions in accordance with company policies and legal requirements.
- Prepare and distribute payroll checks or initiate direct deposits.
- Handle payroll changes including new hires, terminations, promotions, and transfers.
- Respond to employee inquiries regarding payroll issues and resolve discrepancies.
- Maintain compliance with federal, state, and local payroll laws and regulations.
- Generate and review payroll reports for errors and make necessary adjustments.
- Collaborate with HR and Finance departments to ensure proper employee compensation.
- Reconcile payroll accounts and prepare journal entries for the general ledger.
- Assist with the preparation of annual W-2 and 1099 forms.
- Stay updated with changes in payroll laws and regulations.
- Maintain secure and confidential payroll records and employee information.
- Provide support during internal and external audits.
- Conduct regular payroll audits to ensure accuracy and compliance.
- Process and submit garnishments, levies, and other mandatory deductions.
- Track and deduct all court-ordered wage garnishments and other special payroll deductions.
- Assist with onboarding new employees regarding payroll structure and processes.
- Utilize payroll software efficiently to enhance accuracy and efficiency in processing.

The ideal candidate for the Payroll Specialist role is a meticulous and detail-oriented individual with a Bachelor's degree in Accounting, Finance, Business Administration, or a related field, and proven experience in payroll processing or a similar function. They possess an in-depth understanding of payroll processes, laws, and regulations, and demonstrate strong analytical and numerical skills that enable them to process payroll accurately and efficiently. Proficiency in payroll software and Microsoft Excel is essential, as is their ability to handle confidential information with the highest integrity. The ideal candidate is organized and adept at time management, comfortably working both independently and collaboratively with HR and Finance teams. They excel in problem-solving, particularly regarding payroll discrepancies, and have practical experience with tax regulations, wage garnishments, levies, and preparing W-2 and 1099 forms. Their continuous learning mindset keeps them updated with payroll legislation changes. They exhibit excellent communication and interpersonal skills, addressing employee inquiries with a customer service orientation. Adaptability, a proactive approach to new processes and systems, and the ability to perform under high-pressure situations while meeting strict deadlines define their professional demeanor. Possessing a high degree of professionalism and reliability, this candidate ensures meticulous maintenance of accurate records and documentation, ultimately contributing to seamless payroll operations.

- Process payroll for employees accurately and on time.
- Enter and maintain payroll data in the company’s payroll system.
- Verify timesheets and attendance records for completeness and accuracy.
- Calculate wages, bonuses, and deductions in accordance with company policies and legal requirements.
- Prepare and distribute payroll checks or initiate direct deposits.
- Handle payroll changes including new hires, terminations, promotions, and transfers.
- Respond to employee inquiries regarding payroll issues and resolve discrepancies.
- Maintain compliance with federal, state, and local payroll laws and regulations.
- Generate and review payroll reports for errors and make necessary adjustments.
- Collaborate with HR and Finance departments to ensure proper employee compensation.
- Reconcile payroll accounts and prepare journal entries for the general ledger.
- Assist with the preparation of annual W-2 and 1099 forms.
- Stay updated with changes in payroll laws and regulations.
- Maintain secure and confidential payroll records and employee information.
- Provide support during internal and external audits.
- Conduct regular payroll audits to ensure accuracy and compliance.
- Process and submit garnishments, levies, and other mandatory deductions.
- Track and deduct all court-ordered wage garnishments and other special payroll deductions.
- Assist with onboarding new employees regarding payroll structure and processes.
- Utilize payroll software efficiently to enhance accuracy and efficiency in processing.

- Detail-oriented and highly accurate
- Strong analytical and problem-solving skills
- Excellent organizational and time management abilities
- High level of integrity and ability to handle confidential information
- Proactive and able to work independently
- Strong communication and interpersonal skills
- Customer service-oriented with a helpful attitude
- Adaptable and willing to learn new processes and systems
- Team player with a collaborative mindset
- Technically proficient in payroll software and Microsoft Excel
- In-depth knowledge of payroll laws and regulations
- Ability to handle high-pressure situations and meet strict deadlines
- Self-motivated with a continuous improvement mindset
- High degree of professionalism and reliability
- Strong numerical aptitude
- Meticulous in maintaining accurate records and documentation

- Competitive salary (salary range based on experience and qualifications)
- Health insurance (medical, dental, vision)
- Retirement savings plan (401(k) with company match)
- Paid time off (vacation, sick leave, personal days)
- Paid holidays
- Professional development opportunities and training programs
- Tuition reimbursement
- Flexible work schedule
- Remote work options
- Life insurance and disability coverage
- Employee assistance program (EAP)
- Wellness programs and gym membership discounts
- Commuter benefits
- Employee recognition programs
- Bonuses and performance incentives
- Opportunities for career advancement
- Parental leave policy
- Team-building activities and company events
- Casual dress code
- Access to company discounts and employee purchasing programs