Payroll Consultant

About the role

We are seeking a highly experienced Payroll Consultant to oversee the accurate and timely processing of payroll across multiple legal entities and multiple states. This role serves as our client's payroll subject matter expert and is responsible for ensuring payroll accuracy, tax compliance, system optimization, and continuous process improvement. The ideal candidate has extensive experience administering payroll through ADP Workforce Now, possesses strong knowledge of federal, state, and local payroll tax regulations, and thrives in a fast-paced, deadline-driven environment. This individual will work closely with Human Resources, Finance, and Accounting to ensure payroll operations are compliant, efficient, and scalable.

Responsibilities

• Payroll Administration
  • Process bi-weekly, semi-monthly, and/or weekly payrolls accurately and on schedule.
  • Manage payroll for multiple companies, EINs, and legal entities within ADP Workforce Now.
  • Process payroll for employees located across multiple states while ensuring compliance with state-specific payroll laws.
  • Review payroll input for accuracy including: new hires, employee changes, promotions, salary adjustments, bonuses, shift differentials, retroactive pay, garnishments, and terminations.
  • Validate payroll calculations prior to processing.
  • Audit payroll reports and resolve discrepancies before final transmission.
  • Ensure proper taxation of supplemental wages, taxable benefits, and fringe benefits.
  • Maintain payroll calendars and ensure all processing deadlines are met.
• ADP Workforce Now Administration
  • Serve as the internal ADP Workforce Now payroll expert.
  • Configure payroll earning and deduction codes.
  • Maintain tax jurisdictions and employee tax setups.
  • Troubleshoot payroll system issues.
  • Partner with ADP support to resolve payroll and tax-related issues.
  • Recommend system enhancements and best practices.
  • Assist with implementation of new payroll functionality and upgrades.
  • Maintain payroll security and user access.
• Multi-State Payroll & Tax Compliance
  • Ensure compliance with all federal, state, and local payroll tax regulations.
  • Review payroll tax filings for accuracy.
  • Coordinate tax registrations in new states as business expands.
  • Monitor state unemployment tax rates and agency notices.
  • Research payroll tax issues and implement corrective actions.
  • Ensure accurate taxation of remote employees.
  • Assist with payroll tax audits and agency inquiries.
  • Partner with Finance on payroll tax reconciliations.
• Payroll Accounting
  • Reconcile payroll registers to the general ledger.
  • Prepare payroll journal entries.
  • Validate payroll funding requirements.
  • Reconcile payroll tax liabilities.
  • Balance quarterly and annual payroll tax reports.
  • Assist with month-end and year-end close activities.
  • Support annual financial audits.
• Year-End Payroll Responsibilities
  • Coordinate annual payroll year-end activities.
  • Validate W-2 processing and distribution.
  • Reconcile taxable wages and deductions.
  • Review year-end tax adjustments.
  • Support ACA reporting requirements as applicable.
  • Assist with payroll record retention requirements.
• Compliance & Risk Management
  • Maintain compliance with: Fair Labor Standards Act (FLSA), federal payroll tax regulations, state payroll regulations, wage and hour laws, garnishment requirements, and multi-state payroll requirements.
  • Maintain confidentiality of employee payroll information.
  • Develop and maintain payroll Standard Operating Procedures (SOPs).
  • Ensure payroll documentation is audit-ready.
• Process Improvement
  • Identify opportunities to automate payroll processes.
  • Develop payroll process documentation.
  • Improve payroll accuracy and efficiency.
  • Recommend workflow improvements.
  • Assist in payroll system testing.
  • Support payroll-related projects and acquisitions as needed.
• Employee Support
  • Respond to employee payroll inquiries professionally and promptly.
  • Research payroll discrepancies.
  • Explain payroll deductions, taxes, and earnings.
  • Assist employees with ADP self-service questions.
  • Provide exceptional internal customer service.

Required Qualifications

• Bachelor's degree in Accounting, Finance, Human Resources, Business Administration, or related field preferred.
• 7+ years of progressive payroll processing experience.
• Minimum 5 years of hands-on experience with ADP Workforce Now.
• Extensive experience processing payroll for multiple legal entities.
• Extensive multi-state payroll processing experience.
• Strong knowledge of payroll tax regulations.
• Experience processing payroll for exempt and non-exempt employees.
• Experience handling commissions, bonuses, and supplemental payrolls.
• Experience with payroll audits and reconciliations.
• Strong Microsoft Excel skills including PivotTables, VLOOKUP/XLOOKUP, formulas, and payroll reporting.
• Experience working with General Ledger reconciliations.
• Excellent analytical and problem-solving skills.
• High level of confidentiality and attention to detail.

Preferred Qualifications

• Certified Payroll Professional (CPP) designation.
• Experience with payroll implementations or system conversions.
• Experience supporting mergers and acquisitions.
• Experience with multi-company payroll environments.
• Experience working in professional services, healthcare, manufacturing, or multi-location organizations.
• Knowledge of ACA reporting and benefits deductions.
• Experience with 401(k) administration and payroll integration.

Knowledge, Skills & Competencies

• Advanced knowledge of ADP Workforce Now
• Multi-state payroll expertise
• Payroll tax compliance
• Payroll accounting
• General ledger reconciliation