Payroll Operations Specialist

Summary

Join Vendavo's growing accounting team as a Payroll Operations Specialist, managing end-to-end payroll processing for US and international markets. This crucial role ensures accurate and timely payroll administration, maintaining records, and collaborating with stakeholders. The ideal candidate possesses extensive ADP Workforce Now experience, strong US payroll regulations knowledge, and precision in payroll operations. Responsibilities include processing payroll, maintaining employee records, conducting audits, and collaborating with internal and external partners. The position offers a competitive salary and benefits package, including flexible work arrangements and generous paid time off.

Requirements

• Bachelor’s degree in Finance, Accounting, or a related field (or equivalent experience)
• 2+ years of payroll experience, with a strong focus on US payroll processing
• Highly proficient in ADP Celergo (Payroll and Smart Tax Compliance)
• Strong understanding of US payroll laws, tax regulations, and compliance requirements
• Advanced Excel skills (pivot tables, VLOOKUPs, data analysis)
• Exceptional attention to detail and accuracy in payroll processing
• Strong problem-solving and analytical skills to resolve payroll discrepancies efficiently
• Excellent written and verbal communication skills for working with vendors and internal stakeholders
• Ability to work independently, manage deadlines, and prioritize multiple payroll processes
• High level of confidentiality, integrity, and professionalism when handling sensitive payroll data

Responsibilities

• Process and administer semi-monthly payroll for US employees, ensuring accuracy and compliance
• Maintain and update employee payroll records in ADP Celergo
• Approve and process time and attendance exception pay
• Manage garnishments by uploading required documentation into ADP Smart Compliance
• Prepare and submit payroll import files to ADP Payroll Processor
• Conduct pre-payroll audits, identifying and resolving discrepancies before payroll acceptance
• Execute post-payroll reconciliation, including payment and reporting of voluntary deductions
• Facilitate quarterly and year-end payroll processes, including tax and W-2 reconciliation
• Provide payroll reconciliation reports to Accounting for GL processing
• Partner with ADP to process pay adjustments, garnishments, and tax notices, ensuring compliance with payroll deadlines
• Submit and process payroll data for employees in Sweden, Finland, and the Netherlands through international payroll contacts
• Review and approve international payrolls, ensuring compliance with country-specific tax laws and regulations
• Complete post-payroll processes, including submission of funding reports
• Conduct payroll audits, identifying and correcting errors before final approval
• Support quarterly and year-end international payroll activities
• Collaborate with ADP and local payroll providers to process payroll adjustments and ensure payroll data accuracy
• Ensure payroll processes comply with federal, state, and local tax laws and international payroll regulations
• Generate and deliver monthly, quarterly, and annual payroll reports, ensuring accuracy and timeliness
• Maintain payroll records, tax filings, and compliance documentation in accordance with regulatory requirements

Preferred Qualifications

• Bachelor’s degree in Business Administration, Finance, Accounting, or a related field
• Experience in international payroll operations

Benefits

• Flexibility to work from home or in the office, depending on what works best for you
• Unlimited PTO for vacation, sick and mental health days–we encourage everyone to take vacation during the year to ensure dedicated time to spend with loved ones, explore, rest and recharge
• 4 recharge days, where the entire company goes on a brief pause in all geographies for 1 day each quarter. This day can be spent in whatever way helps you recharge, to regain energy, and dive back into the next workday
• 16 weeks of paid parental leave with health benefits for all parents, plus flexible re-entry schedules for returning to work
• $110 a month to cover your cell phone and internet expenses
• High-end laptop (Dell XPS or Mac)
• Competitive pay and bonus/commission
• Comprehensive health, detail, vision, and mental benefit options (PPO, FSA, HSA)
• 401k plan with a 3% employer non-election contribution
• The national minimum salary is $ 67,619 base and benefits. The successful candidate’s starting salary will be determined based on permissible, non-discriminatory factors such as skills, experience, and geographic location