US Payroll Specialist
Join New Era Technology, where People First is at the heart of everything we do. With a global team of over 3,000 professionals, we're committed to creating a workplace where everyone feels valued, empowered, and inspired to grow. Our mission is to securely connect people, places, and information with end-to-end technology solutions at scale.
At New Era, you'll join a team-oriented culture that prioritizes your personal and professional development. Work alongside industry-certified experts, access continuous training, and enjoy competitive benefits. Guided by our core attributes — putting people first, embracing continuous learning, and thriving through collaboration and inclusion — we nurture our people to deliver exceptional customer service.
If you want to make an impact in a supportive, growth-oriented environment, New Era is the place for you. Apply today and help us shape the future of work—together
What is the Role?
Reporting to the HR & Payroll Director and working closely with the Senior Payroll Specialist Team Leads, the Payroll Specialist will support the accurate, timely, and compliant processing of high-volume, multi-state U.S. payroll.
The Payroll Specialist will own, assigned payroll responsibilities from intake through processing, detailed manual reconciliation, corrections, and final documentation. This is not a solo processing role: each specialist participates in peer review of other team members’ payrolls, required meetings, shared problem-solving, and workload coverage. Success requires both individual accountability and active collaboration with the payroll team.
Responsibilities include:
Independently prepare, process, balance, and document assigned weekly, biweekly, and off-cycle payrolls.
Enter, validate, and maintain payroll data, including new hires, terminations, rates, schedules, hours, paid leaves, bonuses, commissions, deductions, tax withholdings, address changes, and retroactive adjustments.
Compare source documentation, payroll-system data, reconciliation workbooks, and pre-process registers; research and explain discrepancies before payroll deadlines.
Reconcile employee benefits and recurring deduction files, including 401(k) and HSA, each payroll cycle and assist with resolving variances with vendors and Finance.
Ensure the accurate calculation and withholding of federal, state, and local taxes, employee benefits, and court-ordered deductions.
Review information from HR, Benefits, Timekeeping, and employees for completeness and reasonableness; proactively identify missing or conflicting information.
Research and resolve employee and manager payroll inquiries within established Service Level Agreements (SLAs).
Manage assigned payroll inbox items, maintain organized and audit-ready documentation, meet internal deadlines, and provide clear handoffs.
Participate in peer review of other specialists’ payrolls before processing, promptly complete corrections to assigned work, and consistently apply feedback to future payrolls.
Collaborate with the payroll team to communicate status and risks, resolve issues, follow established payroll practices, and meet shared deadlines.
Build standard and ad hoc payroll reports and support quarterly and year-end activities, including W-2 reviews, corrections, and audit preparation.
Monitor compliance with U.S. wage-and-hour requirements and internal payroll controls, escalating risks promptly.
Maintain SOPs, checklists, and other process documentation; contribute to error reduction, automation, and continuous improvement.
Provide coverage during team absences and peak payroll periods and perform other duties as assigned to support payroll continuity.
Work Set-Up and Schedule
Permanent work-from-home arrangement
8:00 PM to 5:00 AM Philippine time
Reliable U.S. Eastern Time coverage is required
Who We Are Looking For
Required Qualifications
At least three years of recent, hands-on U.S. multi-state payroll processing experience
Experience independently processing and balancing high-volume payroll across multiple pay groups and pay frequencies
Strong Excel skills are a must, including filters, pivot tables, XLOOKUP/VLOOKUP, data cleanup, reconciliation, and error checking
Hands-on experience reconciling employee benefits every payroll cycle
Working knowledge of U.S. wage-and-hour rules, multi-state taxation, garnishments, and payroll controls
Strong analytical skills with the ability to investigate discrepancies, explain variances, and recognize unreasonable or incomplete payroll data
Demonstrated self-direction, organization, accuracy, and dependable follow-through in a remote environment
Ability to prioritize competing deadlines and communicate risks or missing information before they affect payroll
Ability to work independently while remaining actively engaged with the payroll team, including attending required meetings, participating in peer review and shared problem-solving, communicating promptly, and supporting team deadlines
Comfortable working within a structured peer-review process and consistently applying feedback
Proficiency with Microsoft 365, including Teams, SharePoint, and Outlook
Excellent written and verbal communication skills
Ability to handle sensitive employee and payroll information discreetly
Reliable internet and power, with an appropriate contingency plan for remote overnight work
Preferred Qualifications
Experience with Paylocity; ConnectWise experience is a plus
Experience with union/CBA payroll, including dues, fringe files, and rate tables
Familiarity with prevailing-wage payroll, certified reports, fringe allocations, and corrections
Experience with Power Automate, SharePoint lists, templates, or other payroll-process automation
What we offer
Permanent WFH
Non-taxable allowance
Day 1 HMO + 1 free dependent
Sunlife Group Insurance
Health and Wellness Reimbursement Benefits
Company Salary Loans
Government contributions
Assistance with government loan payments
13th month pay
Night differential pay
Holiday pay (for hours worked on holidays)
Mandated Leaves
Work equipment provided
Referral bonus
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