Payroll Specialist

Established in 2021, Independence Pet Holdings is a corporate holding company that manages a diverse and broad portfolio of modern pet health brands and services, including insurance, pet education, lost recovery services, and more throughout North America.

We believe pet insurance is more than a financial product and build solutions to simplify the pet parenting journey and help improve the well-being of pets. As a leading authority in the pet category, we operate with a full stack of resources, capital, and services to support pet parents. Our multi-brand and omni-channel approach include our own insurance carrier, insurance brands and partner brands. 

Doubtless North America is adding a Payroll Specialist to our growing team

This is a fully remote role.  The successful candidate will reside in the United States

Position Summary

Doubtless North America is seeking a detail-oriented and customer-focused Payroll Specialist to support accurate and timely payroll processing across the organization for over 2000 fellow employees in multiple FEINs. This role is responsible for the day-to-day administration of payroll activities, ensuring compliance with federal, state, and local payroll regulations while maintaining the integrity of payroll, tax, and employee data. The Payroll Specialist will work closely with Human Resources, Finance, and employees to resolve payroll-related questions and continuously improve payroll processes and controls

Key Responsibilities

Payroll Processing & Administration

• Process and support regular payroll activities, ensuring employees are paid accurately and on time.
• Calculate and validate payroll deductions, overtime, bonuses, paid time off, and other earnings and deductions.
• Enter, audit, balance, and troubleshoot payroll transactions and payroll-related data.
• Process involuntary deductions, garnishments, and other payroll adjustments as required.
• Review employee payroll records for completeness and accuracy.

Compliance & Tax Administration

• Ensure compliance with federal, state, provincial (where applicable), and local payroll laws and regulations.
• Assist with payroll tax reporting activities and support the preparation of quarterly and annual payroll tax filings.
• Research and resolve payroll tax questions, discrepancies, and reporting issues.
• Verify employee wage and tax setup information within HRIS and payroll systems.
• Maintain compliance with company payroll policies and procedures.

Reconciliation, Reporting & Auditing

• Audit payroll records and investigate discrepancies to ensure data accuracy.
• Reconcile payroll tax and unemployment liability accounts to the general ledger.
• Prepare payroll reports and ad hoc analyses for leadership and business partners.
• Support internal and external audits by providing payroll documentation and responding to audit requests.
• Assist with workers’ compensation reporting and related recordkeeping activities.

Systems & Process Improvement

• Maintain payroll systems and employee payroll data.
• Identify opportunities to improve payroll processes, controls, and operational efficiency.
• Partner with HR, Finance, and other stakeholders to resolve employee payroll issues and enhance payroll service delivery.
• Support payroll-related projects, system updates, testing, and process documentation initiatives.

Qualifications

Required Experience

• 3+ years of payroll administration or payroll operations experience.
• Experience processing payroll in a multi-state environment.
• Knowledge of payroll tax regulations, wage and hour requirements, and payroll compliance practices.
• Experience reconciling payroll data and resolving payroll discrepancies.
• Proficiency with payroll systems, HRIS platforms, and Microsoft Excel.

Preferred Experience

• Experience supporting payroll audits and tax reporting activities.
• Exposure to workers' compensation reporting and compliance requirements.
• Experience working in a fast-paced, multi-entity or growing organization.

Education

• Bachelor's degree in Accounting, Finance, Human Resources, Business Administration, or a related field, or equivalent combination of education and experience.
• Equivalent work experience may be substituted for formal education requirements.

Core Competencies

• Attention to Detail
• Payroll Compliance Knowledge
• Analytical and Problem-Solving Skills
• Confidentiality and Integrity
• Organization and Time Management
• Customer Service Orientation
• Communication and Collaboration
• Continuous Improvement Mindset

Why Join Doubtless North America?

This role offers the opportunity to play a critical role in ensuring employees are paid accurately and on time while contributing to payroll process improvements and operational excellence. The Payroll Specialist will partner closely with cross-functional teams and help support a positive employee experience through exceptional payroll service.

All of our jobs come with great benefits including healthcare, parental leave and opportunities for career advancements. Some offerings are dependent upon the location of where you work and can include the following:

• Comprehensive full medical, dental and vision Insurance

• Basic Life Insurance at no cost to the employee

• Company paid short-term and long-term disability

• 12 weeks of 100% paid Parental Leave

• Health Savings Account (HSA)

• Flexible Spending Accounts (FSA)

• Retirement savings plan

• Personal Paid Time Off

• Paid holidays and company-wide Wellness Day off

• Paid time off to volunteer at nonprofit organizations

• Pet friendly office environment

• Commuter Benefits

• Group Pet Insurance

• On the job training and skills development

• Employee Assistance Program (EAP)

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