US Payroll Specialist
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• Approximately 400 employees across 4 agencies (separate entities/FEINs)
• Bi-weekly pay cycles for every agency
• W-2 employee payroll (contractor/1099 processing may remain with existing staff) RESPONSIBILITIES
• Run the full bi-weekly payroll cycle for all four agencies accurately and on schedule
• Verify payroll source data (WellSky hours) before processing, and push finalized payroll to QuickBooks Desktop
• Perform post-payroll checks every cycle: confirm all payments went out correctly, pay rates are accurate for each employee, and payroll hours match billing hours
• Own the 941 process end to end: prepare and file the federal and state Form 941s and manage the corresponding tax payments; also handle Illinois unemployment filings
• Own year-end processing and filings, including W-2s
• Track and administer PTO, including Illinois and local (Chicago/Cook County) paid leave requirements and company policies
• Administer FMLA tracking and documentation
• Handle IRS and state payroll correspondence and notices, including drafting responses (with written authorization where required)
• Administer Illinois Secure Choice retirement program reporting and contributions
• Maintain clean payroll records and reconciliations across all four entities, and flag discrepancies to ownership promptly
• Serve as the point of contact for payroll questions from agency staff REQUIREMENTS
• Proven, hands-on US payroll experience covering processing, tax filings, and compliance (no minimum years, but the experience must be deep enough to run this payroll with minimal training)
• QuickBooks Desktop proficiency (required)
• Experience with multi-entity payroll (multiple FEINs) or comparable complexity
• Working knowledge of federal and state payroll tax requirements, including quarterly 941 filings and year-end reporting
• Strong verification and reconciliation skills, with a detail-first approach to rates, hours, and totals
• Ability to handle IRS and state agency correspondence professionally
• Availability for at least a half-day overlap with US Central business hours PREFERRED
• Home care or healthcare industry payroll experience
• Illinois payroll experience (state unemployment, IL Secure Choice, Chicago/Cook County paid leave ordinances)
• ADP payroll platform experience
• Experience with WellSky or similar home care scheduling/billing systems
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