Payroll Specialist

Payroll Specialist / Admin

Client is a professional services firm providing payroll processing, fractional HR, business consulting, and retirement administration for growing businesses. We serve as a trusted back-office partner to our clients — helping them stay compliant, operate efficiently, and scale with confidence. Our team is hands-on, relationship-driven, and deeply committed to delivering reliable support to the businesses we serve.

Role Overview

Client is looking for a sharp, experienced Payroll Specialist / Admin to serve as a key right-hand resource to our team. In this role, you will be the primary point of contact for a portfolio of trusted clients, handling payroll review, compliance questions, and day-to-day support. You will not be processing payroll directly — our clients submit their own payroll runs — but you will be reviewing submissions for accuracy, flagging issues, and providing expert-level guidance on payroll rules, taxes, and compliance. This is a role for someone who knows payroll inside and out.

Key Responsibilities

• Manage an assigned portfolio of payroll clients daily — serving as their primary point of contact

• Review client-submitted payroll runs for accuracy and compliance, then release and approve through ADP RUN (10–30 payroll submissions per day)

• Reconcile weekly payroll numbers against pre- and post-tax benefit deductions including 401k, FSA, HSA, Group Term Life, and other voluntary and involuntary deductions

• Log into client 401k and benefits reporting systems to enter and submit deduction amounts each payroll cycle

• Ensure accurate calculation and handling of pre-tax vs. Roth (post-tax) contributions and deductions

• Provide application and navigation support on ADP RUN — guiding clients on how to locate reports, make configuration changes, and resolve system questions

• Handle client inquiries via phone and email on payroll processing, payroll taxes, deductions, garnishments, and compliance

• Support bookkeeping and reconciliations in QuickBooks Online

• Assist with HR administration, benefits administration, and client onboarding as needed

• Maintain accurate, organized client records and documentation

Payroll Knowledge Requirements

Candidates must demonstrate a strong working knowledge of the following payroll concepts:

• Multi-state payroll processing and compliance

• FICA — Social Security and Medicare tax calculations and employer/employee splits

• Federal, state, and local income tax withholding and remittance

• Garnishments and wage assignments — setup, calculation, and compliance

• Pre-tax deductions — 401k, FSA, HSA, health insurance premiums, Group Term Life

• Post-tax / Roth contributions and after-tax benefit deductions

• Benefit accruals and reconciliations — matching payroll deductions to benefits reporting systems

• Voluntary and involuntary deductions — proper classification and processing

• Wage and hour laws — federal and state overtime rules, pay frequency requirements

• Payroll compliance and reporting — timely tax filings, year-end W-2 processing, and regulatory adherence

Required Qualifications

• Bilingual — English and Spanish fluency required (written and verbal)

• Minimum 3+ years of hands-on payroll processing or payroll support experience

• Must be able to work on-site 5 days per week at the Miami Lakes, FL office

• Experience with ADP RUN — required

• Proficiency in QuickBooks Online

• Comfortable managing high-volume, deadline-driven workload — 10 to 30 payroll submissions per day

• Excellent client-facing communication skills — professional, responsive, and able to explain complex payroll topics clearly

• Highly organized with strong attention to detail and ability to manage multiple accounts simultaneously

• Self-starter who can take full ownership of an assigned client portfolio independently

Nice to Have

• HR administration or benefits administration background

• Experience with 401k plan administration and benefits reconciliation

• FPC (Fundamental Payroll Certification) or CPP (Certified Payroll Professional)

• Experience at a payroll service bureau, HCM provider, or outsourced HR/payroll firm

• Familiarity with COBRA, FSA administration, and benefit accrual calculations

• Familiarity with ADP Workforce Now or other ADP platforms