Payroll Specialist

About the Job

Comfrt is looking for a detail-oriented and experienced Payroll Specialist to join our People & Culture team. In this role, you will be responsible for the accurate and timely processing of multi-state payroll, managing state tax registrations, and ensuring company-wide payroll compliance. This is a critical role that directly impacts the employee experience and the company's regulatory standing.

Responsibilities

Payroll Processing

• Process full-cycle, multi-state payroll on a bi-weekly basis for all employees (hourly, salaried, and exempt/non-exempt)
• Review and reconcile timekeeping data, ensuring accuracy prior to payroll runs
• Administer payroll changes including new hires, terminations, compensation adjustments, bonuses, and deductions
• Process off-cycle payroll runs as needed for corrections, terminations, or special payments
• Audit payroll data for discrepancies and resolve issues in a timely manner
• Partner with Director of People & Culture and Finance to ensure payroll data integrity across systems

State Registrations

• Set up and manage employer tax accounts and registrations in new states as the company expands its workforce
• Coordinate with state and local agencies to obtain employer ID numbers (EINs), withholding accounts, and unemployment insurance (SUI/SIT) accounts
• Maintain accurate records of all state and local payroll tax registrations
• Monitor nexus and remote employee locations to proactively identify new registration requirements
• Ensure accuracy of all tax filings

Compliance & Reporting

• Ensure payroll processes comply with federal, state, and local wage and hour laws, including FLSA, FMLA, ACA, and applicable state regulations
• Ensure quarterly and annual payroll tax returns (941, 940, W-2s, W-3s) and state equivalents are accurately processed
• Stay current on legislative changes affecting payroll, including minimum wage updates, tax law changes, and new leave requirements
• Support internal and external audits by preparing payroll documentation and reconciliations
• Manage year-end payroll processes including W-2 distribution and tax reconciliations
• Maintain and update Standard Operating Procedures (SOPs) for all payroll processes

Qualifications

• 5+ years of hands-on payroll processing experience, preferably in a multi-state environment
• Proven experience setting up state payroll tax accounts and registrations across multiple jurisdictions
• Strong knowledge of federal and state payroll tax laws, wage and hour regulations, and compliance requirements
• Proficiency with payroll software (e.g., Gusto, ADP, Rippling, Paylocity, or similar)
• High proficiency in Google Sheets/Excel for payroll reconciliation and reporting
• Exceptional attention to detail and a high degree of accuracy with confidential data
• Strong organizational skills and the ability to manage multiple deadlines simultaneously
• Experience working in a high-growth or startup environment preferred