Payroll Specialist (US)
Job description
About the role
In this position, you own the integrity of US payroll processing while working from our Prague or Madrid offices. Your daily responsibilities include compliance activities, system maintenance, and building stakeholder trust. Success in this role requires precise judgment and the ability to remain calm under regulatory pressure. You will serve as a critical link between our global finance function and our payroll vendors. You will design intake workflows to ensure payroll data accuracy and completeness for processing. A core part of the role involves coordinating approvals for salary transfers while adhering strictly to banking requirements and internal policies. You will act as the primary resource for vendors on US payroll rules and procedures, championing system maintenance.
Key facts
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Location: Spain
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Engagement: Hybrid with two office days weekly
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Compensation: 65000 USD per year
What you'll do
You will design intake workflows to ensure payroll data accuracy and completeness for processing. You will champion system maintenance and act as the primary resource for vendors on US payroll rules and procedures. A core part of the role involves coordinating approvals for salary transfers while adhering strictly to banking requirements and internal policies. You will calculate taxes and employee benefits to guarantee that all obligations are precise and current. Answering employee payroll inquiries and partnering with external providers to resolve issues promptly will be a regular duty. You will audit personal and tax records within systems to prevent discrepancies and avoid rework. Oversight of 401K administration with external vendors is required to ensure compliance and participant data accuracy. You will ensure wage garnishments follow local rules and that all related documentation remains orderly and complete. Managing filings and year-end reporting in collaboration with external payroll partners is essential for timely delivery of accurate information. Tracking changes in state and local payroll laws is necessary to keep processes compliant and future-proof. You will prepare funding forecasts and a range of reports, including monthly, annual, and PTO reports, to provide Accounting and management with clear visibility. Maintaining and improving the global payroll infrastructure through collaboration with vendors and internal teams on upgrades and integrations falls within this role. You will verify data completeness and accuracy before deadlines to protect stakeholder confidence. Providing payroll data and insights to support management reporting and planning is a key function. Collaboration on internal and external audits related to payroll will ensure ongoing compliance. Driving automation and innovation with cross-functional teams is expected to improve payroll processing quality and speed. You will also manage special projects that require focused attention and timely outcomes.
Requirements
You hold 3-5 years of experience handling US payroll within an international company environment. Demonstrated knowledge of US payroll compliance for federal and state entities is mandatory, with awareness of international payroll processing being a plus. A deep understanding of US labor law, payroll regulations, 401K rules, and benefits such as Cafeteria Plans is required. You must have hands-on experience with HRM and payroll platforms, such as ADP solutions or WFN, along with advanced skills in Microsoft Excel and standard MS Office tools. Clear communication skills and the ability to collaborate effectively with cross-functional teams are essential. You should approach payroll challenges with a creative, flexible, and open-minded mindset. Prior experience working in the Payroll department of an IT company is a valuable asset.
Nice to have
No additional certifications or specific nice-to-have qualifications are specified for this role.
Skills & tools
No specific skills or tools are listed beyond the requirements outlined in the relevant sections.
Practical notes
Please ensure you are located in either Madrid, Spain, or Prague, Czech Republic, as the role requires presence in one of these offices two days a week for hybrid work.