Payroll Specialist

This is a fully remote position, open to applicants in Florida.

📋 Description

• Take full ownership of the US payroll process for all ShieldCos on bi-weekly/semi-monthly cycles, encompassing input collection, approval, funding, and post-payroll reconciliation.

• Execute off-cycle runs, bonuses, commissions, retro pay, final pay, and necessary corrections.

• Oversee multi-state tax setup and compliance, which includes withholding, SUI/SDI, local taxes, reciprocity, and remote-worker nexus.

• Manage garnishments, child support, tax levies, and special deductions.

• Ensure precise deductions for benefits, 401(k), HSA/FSA, and commuter programs.

• Complete payroll tax filings, amendments, agency-notice resolutions, and year-end W-2, W-2C, 1099, and annual reconciliation processing.

• Handle GL integration, payroll journal entries, and monthly Finance reconciliations.

• Manage Shield’s international EOR partners and provide monthly payroll inputs.

• Review EOR payroll registers and invoices; reconcile employer costs, fees, and FX.

• Coordinate payroll requirements specific to each country, including onboarding, offboarding, contracts, and documentation through EOR platforms.

• Monitor employer costs by country and ShieldCo and assist with international payroll accruals and cost allocation.

• Address international employee pay inquiries and aid in the evaluation of new countries and EOR vendors.

• Support payroll audits and compliance reporting for ACA, EEO-1, and state regulations.

• Set up payroll for new ShieldCos, which includes entity setup, EIN and state tax registrations, bank/funding setup, and GL mapping.

• Maintain payroll controls, approvals, segregation of duties, and reporting for leadership and Finance.

• Reconcile benefit carrier invoices with payroll deductions and support Open Enrollment.

• Provide payroll data for nondiscrimination testing, Form 5500 filings, and plan audits.

• Process payroll treatment for FMLA, state paid leave, disability, military, personal, and international leave.

• Administer Rippling payroll and ensure data integrity across HR, payroll, and benefits systems.

• Maintain integrations between Rippling, EOR platforms, and Finance systems.

• Conduct employment and income verifications.

• Document and uphold payroll processes, calendars, and standard operating procedures.

• Collaborate within the Total Rewards team, reporting directly to the Total Rewards Manager.

⛳️ Requirements

• A minimum of 5 years of hands-on payroll experience, preferably across multiple entities or EINs.

• Experience overseeing international payroll via HRIS/EOR providers or in-country payroll vendors.

• Proficiency with Rippling is preferred.

• Solid understanding of multi-state payroll tax, garnishments, and pre-tax/post-tax deductions.

• Knowledge of statutory benefits, 13th-month pay, social contributions, and country-specific termination rules.

• Direct experience with a major payroll or HRIS platform; Rippling is strongly preferred.

• Excellent reconciliation skills and proficiency in Excel, including lookups, pivot tables, and variance analysis.

• Familiarity with year-end processing, payroll tax filings, and payroll audits.

• Understanding of benefits deductions, 401(k) administration, FMLA, and state leave pay treatment.

• High attention to detail and the ability to handle confidential pay, medical, and personal data with discretion.

• CPP, FPC, or GPMP certification is advantageous.

• Strong, clear, and patient communication skills for explaining pay matters to employees and managers.

• Comfort with ambiguity and the ability to develop processes.

• Willingness to document processes and procedures effectively.

🏝️ Benefits

• Comprehensive benefits, 401(k), HSA/FSA, and commuter programs managed through payroll.

• Administration of 401(k), which includes eligibility, deferral changes, loans, distributions, and timely contribution remittance.

• Statutory benefits, mandatory leave, pension contributions, and 13th-month pay available for international employees.

• COBRA handoffs included.

• Support during Open Enrollment.

• Payroll treatment for paid leave, disability, military, and personal leave is provided.

• Fully remote work options available.

• Opportunities for career advancement into Senior Payroll Specialist and Payroll Lead roles.

• Chance to contribute to global payroll strategy and potential team management roles.