Payroll Specialist

About the Role

Protect Democracy is seeking a Payroll Specialist to join our small, collaborative, committed Finance team helping scale and strengthen the financial and payroll operations of a growing nonprofit. The role centers on hands-on execution and compliance: processing accurate, on-time payroll while keeping the organization aligned with complex federal and state employment laws. This is an excellent opportunity for a finance professional with strong attention to detail, the ability to critically think while managing competing priorities, and enthusiasm for successfully driving complex processes forward. This role is remote based in the US.

Key Responsibilities

• Own semi-monthly payroll and 401K processing across two entities in conjunction with the Accounting team, including input validation, deduction changes, and post-run reconciliation
• Ensure all payroll policies and practices adhere to federal and state requirements regarding employment classifications and leave
• Coordinate and track new employer registration requirements (state withholding, UI accounts, workers' compensation)
• Execute the annual 401(k) employer match and true-up processes, ensuring accurate calculations by auditing all eligible compensation, including base pay, bonus, stipends, imputed income, and employee contribution tiers
• Monitor, triage, and respond to state payroll tax notices across 30+ states, escalating as appropriate
• Respond to federal and state workforce data requests, including state new hire reporting, Bureau of Labor Statistics surveys, California pay data reporting (CRD), and other periodic employer reporting obligations
• Maintain payroll records in compliance with federal and state retention requirements and support year-end W-2 preparation and reconciliation
• Partner with the Benefits team on payroll-benefits alignment, including open enrollment support, qualifying life event processing, carrier invoice reconciliation, and deduction accuracy

Qualifications

• 3–7 years of experience administering multi-state payroll, including experience with mixed workforce classifications (exempt and non-exempt employees, W-2 employees and converted 1099 contractors, full-time and part-time)
• Demonstrated experience with state-specific compliance requirements, including overtime rules, employer registration obligations, payroll tax notices, and California-specific obligations (daily overtime, pay data reporting) across multiple jurisdictions
• Experience with Paychex or similar platforms and comfort learning new systems
• Exceptional attention to detail and ability to meet non-negotiable payroll deadlines
• Strong communication, writing, and administrative skills to effectively coordinate cross-team and with external vendors
• The ability to foster collaborative relationships and work in a distributed team environment