Payroll & Accounting Specialist

About the role

Reporting to the Controller, this role is responsible for supporting core accounting, payroll, benefits, and tax compliance functions to ensure accurate financial reporting, regulatory compliance, and operational efficiency. The position oversees daily, weekly, and monthly accounting activities in accordance with GAAP; manages payroll processing and employee benefits administration; prepares and files sales and use tax returns across applicable jurisdictions; and administers the company credit card program, including reconciliations and expense policy compliance. This role partners cross-functionally with Finance, HR, Payroll, and operational leaders to reconcile accounts, audit transactions, ensure compliance with federal and state regulations, and provide reporting and documentation to internal and external stakeholders. The responsibilities will evolve based on business needs, requiring a detail-oriented, analytical professional who is comfortable working with systems, managing sensitive information, and improving processes in a dynamic environment.

Responsibilities

• Process weekly payroll accurately and on time
• Audit timekeeping data and payroll reports for discrepancies
• Calculate wages, overtime, bonuses, commissions, and deductions
• Maintain payroll records in compliance with company policies and legal requirements
• Prepare payroll tax filings and coordinate with third-party payroll providers
• Reconcile payroll accounts and support month-end close
• Respond to employee payroll inquiries in a timely and professional manner
• Work with HR to properly manage premium deductions for new hire enrollments, life event changes, and open enrollment processes
• Reconcile benefits invoices and ensure accurate deductions
• Assist with annual benefits renewal, including system testing and payroll premium structure
• Support HR with compliance requirements including ACA, COBRA, FMLA, and ERISA documentation as needed
• Ensure compliance with federal, state, and local payroll and benefits regulations
• Maintain accurate employee records and documentation
• Prepare required reports (EEO-1, ACA reporting, 401(k) census data, etc.)
• Support audits (internal, external, workers’ comp, 401(k), etc.)
• Prepare and file monthly, quarterly, and annual sales and use tax returns across applicable states and jurisdictions
• Monitor sales and use tax filing deadlines and ensure timely, accurate remittance
• Reconcile sales and use tax general ledger accounts
• Maintain and validate resale and exemption certificates
• Research the taxability of products, services, and equipment rentals by jurisdiction
• Track nexus and registration requirements as the company’s footprint changes
• Respond to state and local tax notices and support related audits
• Stay current on changing state and local sales and use tax rates and regulations
• Administer the corporate credit card program, including card issuance, limit changes, and deactivations
• Perform monthly credit card reconciliations and resolve discrepancies
• Review employee expense reports and receipts for policy compliance
• Manage the company’s travel and expense program in accordance with policy
• Investigate and resolve disputed or fraudulent charges with the card provider
• Maintain cardholder records and prepare monthly credit card spend reporting for management
• Assist in monthly