Specialist / Manager, Payroll

Essential Duties & Key Responsibilities

• Independently manage the end-to-end semi-monthly/bi-weekly payroll process for multi-state employee population (exempt and non-exempt), ensuring accuracy and compliance.
• Maintain and audit employee timekeeping records, including overtime, shift differentials, and meal/rest break compliance for non-exempt staff.
• Review, reconcile, and validate timesheets for non-exempt employees prior to payroll submission. Partnering with managers and supervisors to resolve timekeeping discrepancies quickly.
• Ensure compliance with federal, state, and local wage and hour regulations, including multi-state tax registrations, garnishments, and other statutory requirements:
o   State-specific overtime rules (e.g., California daily overtime and double-time)
o   Meal and rest break premiums
o   Local tax withholdings and state unemployment insurance
o   Wage statement and recordkeeping requirements
o   Final pay regulations for terminating employees
o   Garnishments and other state-specific deductions
• Collaborate with HR to onboard new hires, update employee records, leave management, and process terminations, including post-termination payments, in payroll systems (Zenefits / TriNet).
• Partner with Finance on payroll reconciliations, journal entries, and reporting.
• Work with payroll service to resolve issues with tax deductions, pay discrepancies, and other payroll-related matters in a timely manner.
• Oversee payroll system upgrades and integrations.
• Liaise with auditors and external partners to manage any payroll-related requests for audits.
• Support year-end activities including W-2 processing and compliance filings (e.g. Form 5500, ACA).
• Partner with Finance, Legal, and HR to administer employee equity program, ensuring accurate payroll integration, tax compliance, and reporting.
• Reconcile equity transactions with payroll records and support preparation of equity-related tax filings.
• Provide employee support on equity grants, vesting, and payroll/tax implications.
• Respond to employee inquiries regarding pay, deductions, time reporting, and related matters with a high degree of customer service.
• Maintain strict confidentiality and ensure data integrity in all payroll operations.
• Assist in developing payroll policies, procedures, and process improvements to support company growth.

Minimum Requirements

• 5+ years of payroll experience, in a multi-state environment with a significant non-exempt employee population, including alternate work schedules.
• 1–2 years of experience supporting stock administration/equity plan operations (experience with Carta, E*TRADE, or similar equity systems preferred).
• Strong knowledge of federal and state wage and hour laws (e.g., overtime, meal/rest break compliance), overtime rules, and payroll tax compliance.
• Experience with HRIS/payroll systems (e.g., ADP Workforce Now, Paylocity, Workday, or similar) preferably TriNet but not required.
• High attention to detail, accuracy, and ability to meet deadlines in a fast-paced, high-growth environment.
• Strong analytical, problem-solving, and organizational skills.
• Excellent interpersonal and communication skills, with a service-oriented mindset.
• Ability to handle confidential information with discretion.
• CPP (Certified Payroll Professional) or FPC certification is a plus.
• Start-up or biotech industry experience preferred but not required.