Job Description

Position Summary
We are seeking a detail-oriented Payroll Specialist to manage the end-to-end processing of payroll for employees across multiple states. This role will collaborate with various internal departments and requires a strong background in accounting, attention to detail, and excellent organizational and communication skills.

Key Responsibilities

• Process biweekly and monthly payroll cycles accurately and on schedule for both exempt and non-exempt staff across multiple U.S. states.

• Enter, validate, and reconcile payroll-related data, ensuring accurate calculations for earnings, deductions, and taxes.

• Review employee lifecycle changes—including hires, terminations, and role changes—for completeness and accuracy before processing payroll.

• Maintain up-to-date employee records reflecting hours worked, PTO, benefits deductions, garnishments, and other payroll-related adjustments.

• Confirm that compensation changes such as bonuses, promotions, or terminations are properly reflected in payroll.

• Provide guidance and training to managers on payroll procedures and tools.

• Troubleshoot payroll discrepancies and provide resolutions, escalating complex issues to management as needed.

• Support monthly and quarterly closing activities, including payroll audits and reconciliations.

• Ensure adherence to wage and hour regulations at the federal, state, and local levels.

• Monitor changes in payroll laws and best practices to maintain compliance.

• Recommend enhancements to payroll workflows, tools, and documentation for improved accuracy and efficiency.

• Deliver responsive and professional support to internal stakeholders regarding payroll questions or concerns.

• Take on special projects and perform other duties as needed.

Skills and Qualifications

• Demonstrates a high degree of professionalism and ethical behavior in handling confidential payroll data.

• Customer-service focused, with the ability to communicate clearly and courteously.

• Meticulous attention to detail and accuracy in data entry and reporting.

• Strong analytical and troubleshooting abilities.

• Capable of managing multiple responsibilities in a deadline-driven environment.

• Able to make sound decisions and apply good judgment independently.

• Effective collaborator who builds positive working relationships across teams.

• Proficient in Microsoft Excel; experience with payroll software such as UltiPro is a plus.

Education & Experience

• High school diploma or equivalent required; Bachelor’s degree preferred.

• At least 2 years of payroll experience in a multi-state environment.

• Hands-on experience with spreadsheets and electronic payroll systems.

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan.

Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal .

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here .
• Virginia residents may access our state specific policies here .
• Residents of all other states may access our policies here .
• Canadian residents may access our policies in English here and in French here .
• Residents of countries governed by GDPR may access our policies here .

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual’s skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.

Job Tags

Work at office, Local area,

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