Payroll Specialist

O’Hagan Meyer is a dynamic and growing Law Firm committed to providing practical, innovative and exceptional litigation and advisory services to our clients. We are currently seeking a highly motivated and detail-oriented Payroll Administrator with extensive experience in managing payroll for multi-state employees, including but not limited to Illinois, California and New York. The ideal candidate will have strong knowledge of payroll processes, tax laws, and employment regulations across multiple jurisdictions.

Requirements

• 3+ years of experience in payroll administration with expertise in multi-state payroll, including knowledge of California and New York employment laws.
• Strong knowledge of payroll software (e.g., ADP, UKG, Paycom, etc.) and proficiency with Microsoft Excel.
• Deep understanding of federal, state, and local tax laws, with particular emphasis on California and New York payroll and employment regulations.
• Experience with payroll tax filings and year-end reporting (W-2, W-3, 941, 940, etc.).
• Excellent attention to detail and accuracy in managing large amounts of data.
• Strong organizational skills with the ability to prioritize tasks and meet deadlines.
• Excellent communication and interpersonal skills, with the ability to effectively address employee inquiries and resolve issues.

• Ability to handle confidential information with integrity and professionalism.
• Strong problem-solving skills and the ability to work independently or as part of a team.
• Certified Payroll Professional (CPP) designation is a plus.
• Bachelor’s degree in Human Resources, Finance, Business Administration, or related field is required.

Key Responsibilities

• Payroll Processing: Prepare, process, and review biweekly or semi-monthly payroll for all employees, ensuring accurate and timely payment of wages, salaries, bonuses, commissions, and other compensation.
• Payroll Compliance: Ensure payroll practices comply with applicable federal, state, and local wage and hour laws, tax regulations, and other employment requirements across all jurisdictions in which the organization operates.
• Timekeeping and Attendance: Review and reconcile timekeeping records, attendance, overtime, paid time off, leaves of absence, and other payroll-related adjustments before processing payroll.
• Payroll Taxes and Deductions: Calculate and administer payroll tax withholdings, benefit deductions, retirement contributions, garnishments, and other authorized payroll deductions. Coordinate timely tax deposits and filings with internal departments or external payroll providers.
• Employee Records and Changes: Maintain accurate payroll records and process employee status changes, including new hires, terminations, salary adjustments, bonuses, promotions, direct deposit updates, and changes to tax withholding elections.
• Benefits and Retirement Coordination: Reconcile payroll deductions for health insurance, retirement plans, and other employee benefits in coordination with benefits specialist.
• Reconciliations and Reporting: Reconcile payroll registers, tax liabilities, deductions, and payroll-related general ledger accounts. Prepare payroll reports and supporting documentation for Finance, Human Resources, and management.
• Year-End Payroll Administration: Coordinate year-end payroll activities, including the preparation and distribution of W-2 forms, reconciliation of taxable wages and withholdings, and support for applicable year-end tax filings.
• Employee Inquiries: Respond to employee questions regarding pay statements, tax withholdings, deductions, direct deposits, and other payroll matters in a timely, professional, and confidential manner.
• Payroll Systems and Data Integrity: Maintain accurate information within payroll and timekeeping systems, identify discrepancies, troubleshoot processing issues, and recommend process improvements to enhance accuracy and efficiency.
• Confidentiality and Internal Controls: Safeguard confidential employee compensation and personal information, maintain appropriate access controls, and follow established payroll approval procedures and internal controls.
• Audit and Compliance Support: Maintain organized payroll documentation and assist with internal and external audits, financial reviews, workers’ compensation audits, and requests for payroll records.
• Process Improvement: Identify opportunities to streamline payroll processes, improve reporting, reduce errors, and strengthen compliance with organizational policies and applicable regulations.
• Multi-State Payroll: Administer payroll for employees working across multiple states and local jurisdictions, ensuring applicable tax withholding and payroll requirements are addressed.
• Leave and Final Pay Compliance: Coordinate with Human Resources to ensure payroll adjustments, leave payments, and final wages are processed in accordance with applicable state and local requirements.
• Additional Duties: Perform other payroll and administrative projects as assigned.

Salary Range: $70,000 - $90,000

O'Hagan Meyer participates in E-Verify.

O’Hagan Meyer is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Benefits

• Health Care Plan (Medical, Dental, & Vision)
• 401(k) Retirement Plan
• Life Insurance (Basic, Voluntary, & AD&D)
• Paid Time Off (Vacation, Sick Leave, & Company Holidays)
• Family Leave (Maternity, Paternity)
• Short Term & Long-Term Disability 
• Training & Development
• Free Food & Snacks in Office
• Wellness Resources
• Commuter Benefits