Payroll Admin Assistant Jobs (NOW HIRING)

About WorkSmart

At WorkSmart Staffing, we empower talent, enable companies, and elevate communities—one job at a time. For over 35 years, we’ve served as a leading woman-owned staffing and recruiting firm, specializing in the Manufacturing and Logistics sectors. With deep roots in the Southeast, we are driven by values that prioritize Compassionate Service, Responsive Service, Innovative Service, Service with Integrity, Safe Service and Performance-Driven Service. We embrace change and innovation, recognizing that continuous adaptation is essential in today’s fast-paced, technology-driven world. We are committed to fostering a culture of open, respectful communication where two-way feedback is not only expected but encouraged. By empowering employees to engage openly with leadership and across teams, we strengthen collaboration and drive collective success.

Position Summary

The Payroll Administrator oversees the end-to-end payroll process for external employees, ensuring accurate, timely, and compliant execution. This role requires ownership, discretion, and accountability in maintaining payroll systems, supporting tax and benefits administration, and conducting regular audits. The Administrator drives operational efficiency, resolves payroll issues cross-functionally, and supports employee satisfaction through clear communication and service excellence. This role operates with defined performance expectations aligned with company KPIs and individual agreements that reflect strategic goals, ensuring payroll supports compliance, improvement, and organizational success.

Key Responsibilities

• Payroll Processing and Compliance
  • Accurately process weekly payroll for external employees in compliance with applicable federal, state, and local regulations, as well as company policies.
  • Reconcile time records, verify approvals, and ensure all payments are processed correctly in alignment with internal controls.
  • Set up new hires in payroll systems and employee databases to ensure timely and accurate onboarding.
  • Monitor payroll legislation and implement changes to maintain regulatory compliance.
  • Ensure all required wage notices and pay stubs meet state-specific compliance standards.
  • Verify employee classifications and pay practices comply with FLSA standards and company policies.
  • Maintain required payroll records in accordance with federal and state retention laws.

• System Management & Auditing
  • Maintain payroll systems, ensuring data accuracy, functionality, and security.
  • Input and audit employee deductions, garnishments, and benefits with attention to accuracy and timeliness.
  • Conduct regular audits of payroll data to ensure accuracy and identify process gaps.
  • Generate and compile internal reports to support payroll accuracy and leadership insights.

• Cross-Functional Collaboration & Employee Support
  • Collaborate with Human Resources to manage benefits administration for external employees, including eligibility tracking and enrollments.
  • Coordinate with HR to support W-2 preparation, review, and distribution.
  • Respond to and resolve pay discrepancies promptly, communicating clearly with impacted employees.
  • Work cross-functionally to improve employee experience and ensure payroll supports overall company values and satisfaction goals.

• Invoicing, Reporting & Program Oversight
  • Review and prepare client invoices based on weekly payroll data, ensuring accuracy and alignment with contractual agreements.
  • Manage the payroll card program and assist with Work Opportunity Tax Credit (WOTC) weekly reporting.
  • Support leadership with KPI tracking and reporting to measure payroll efficiency and accuracy.
  • Identify, document, and implement process improvements to enhance payroll operations and service delivery.

All responsibilities are to be carried out with a focus on aligning with the company's strategic priorities, performance standards, and any individualized agreements, in order to promote consistency, accountability, and transparency. The employee is also expected to perform other duties, responsibilities, or special projects as assigned, consistent with the overall purpose of the position and the operational needs of the company.

Qualifications

• Minimum of 2 years of payroll administration experience, preferably in a staffing or multi-entity environment
• Working knowledge of payroll software systems and timekeeping platforms
• Solid understanding of wage and hour laws, payroll taxes, and compliance requirements
• High attention to detail, accuracy, and confidentiality
• Strong organizational, analytical, and problem-solving skills
• Proficient in Microsoft Excel and other reporting tools

Equal Employment Opportunity Statement
WorkSmart Staffing is an Equal Opportunity Employer. We are committed to fostering a diverse and inclusive workplace and do not discriminate against employees or applicants based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status under applicable law.

At-Will Employment
Employment with WorkSmart Staffing is at-will. This means that either the employee or the company may terminate the employment relationship at any time, with or without cause or notice. This job description is not a contract of employment and does not alter the at-will nature of employment.