Payroll Specialist

The Payroll Specialist is responsible for the accurate and timely processing of payroll, ensuring compliance with all federal, state, and local regulations. This role provides administrative and accounting support to the Payroll Department, manages employee data integrity, assists in process improvements, and serves as a resource for payroll inquiries across the organization.

Payroll Processing & Compliance

• Process and verify payroll including new hires and terminations for assigned employee groups, ensuring accuracy and compliance with multi-state regulations.
• Maintain and audit payroll records, ensuring accurate processing of deductions, timecards, and employee leave balances.
• Support quarterly and annual payroll activities, including W-2 reviews and corrections.
• Assist with state and local payroll tax filings using ADP and other tools.
• Ensure confidentiality and data integrity of payroll information.

Reporting & Documentation

• Generate and review payroll reports for accuracy and compliance.
• Create and maintain payroll templates, forms, and calendars.
• Prepare payroll-related reports for audits and management review.
• Maintain organized payroll files in compliance with record retention policies

Employee Support & Communication

• Research, resolve, and provide prompt responses to payroll-related inquiries, including paycheck issues, W-2 questions, and bonus payments.
• Manage the payroll department’s shared inbox and ensure timely responses.
• Support and train employees through training sessions and communication.

Process Improvement & Other Duties

• Contribute to process optimization and documentation of payroll procedures.
• Collaborate with HR, Accounting, and Operations to resolve payroll discrepancies.
• Participate in special projects, audits, and other duties as assigned.

Given the level of the individual contributor position within the company, expectation is the individual contributor demonstrates a proficient level of the following proficiencies/competencies.

• Attention to Detail: Maintains accuracy under pressure and handles confidential data with integrity.
• Organization & Planning: Prioritizes workload and manages multiple tasks effectively.
• Collaboration: Works cooperatively with colleagues across departments.
• Technical Expertise: Demonstrates proficiency in payroll systems, multi-state taxation, and reporting tools.
• Communication: Provides clear, professional, and empathetic communication with employees at all levels.

Travel required

This position will require Travel

Required education and experience

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• CPP (Certified Payroll Professional) or FPC (Fundamental Payroll Certification) preferred but not required.Pr
• oven experience as a payroll specialist, payroll administrator, or in a similar role.
• Minimum of 5 years of multi-state payroll experience supporting large employee groups.
• Experience processing both exempt and non-exempt payrolls (FLSA overtime Calculations).
• Strong working knowledge of payroll tax regulations, garnishments, and leave tracking.
• Experience with ADP Workforce Now strongly preferred.
• Proficiency in Microsoft Excel, Word, and PowerPoint.
• Strong analytical, problem-solving, and customer service skills.
• Ability to maintain confidentiality and handle sensitive employee information

Benefits:

• Medical, Dental, and Vision plans 
• 401(k) plan with generous company match with full and immediate vesting
• PTO Accrual – Increased based on years of service
• Company Paid Life, Short, and Long Term Disability Insurance
• Employee Assistance Programs
• Mental Health Wellness Program
• Empty Leg Flight Benefits & Customized Travel Site with Delta Airlines

Vista America is an operating partner of Vista – the world’s first private aviation ecosystem, integrating a unique portfolio of companies. Vista has a global workforce of 4,000 aviation professionals and has flown corporations, governments and private clients to 187 countries, covering 96% of the world.

The affiliated operating partners of Vista are equal employment opportunity employers. The affiliated operating partners of Vista do not discriminate against any applicant or employee based on race, color, religion, national origin, gender, age, sexual orientation, gender identity or expression, marital status, mental or physical disability, and genetic information, or any other basis protected by applicable law. The affiliated operating partners of Vista also prohibit harassment of applicants or employees based on any of these protected categories. compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.