Job Overview

We are seeking a detail-oriented virtual HR and Payroll Specialist (Paychex Flex, Paylocity) to manage payroll administration, employee onboarding, HR records, and compliance for U.S.-based employers. In this role, you will collect and reconcile payroll data, maintain electronic personnel files, track onboarding requirements, and update HRIS platforms. You will also prepare recurring HR reports and ensure strict adherence to data protection and confidentiality protocols. This is a full-time remote role operating flexible hours within Central Standard Time (CST) business hours.

Schedule: Mon-Fri, flexible schedule within client business hours, CST (40 hrs per week)

Responsibilities

Payroll Administration

• Collect and organize payroll information prior to each payroll processing cycle.
• Review timekeeping records for missing punches, incomplete timesheets, and potential discrepancies.
• Follow up with supervisors regarding outstanding payroll items.
• Maintain payroll calendars, processing deadlines, and payroll checklists.
• Enter approved employee changes into payroll systems as authorized.
• Track bonuses, reimbursements, deductions, commissions, and approved payroll adjustments.
• Organize payroll reports and supporting documentation.
• Prepare payroll information for final review by Human Resources.
• Reconcile employee information between payroll reports, HR trackers, and employee records.
• Escalate payroll discrepancies or unusual situations for review.

New Hire Onboarding

• Send onboarding instructions and required documentation to new hires.
• Track completion of onboarding requirements.
• Follow up on missing or incomplete onboarding documents.
• Maintain onboarding checklists and status trackers.
• Organize employment applications, offer letters, tax forms, direct deposit information, handbook acknowledgements, I-9 documentation, and other onboarding records.
• Track completion of background checks, drug screenings, registry checks, licenses, certifications, and other pre-employment requirements.
• Assist with scheduling onboarding meetings and required training.
• Notify Human Resources when onboarding files are complete or require review.
• Enter approved employee information into payroll and HR systems.
• Maintain complete electronic employee personnel files.

Employee Documentation & Personnel Records

• Maintain organized electronic personnel files.
• File employee status changes, compensation changes, disciplinary documentation, performance documentation, leave records, training records, licenses, certifications, and separation documents.
• Follow company document naming conventions and filing procedures.
• Conduct routine personnel file audits.
• Identify missing or expired employee documentation.
• Maintain compliance trackers for licenses, certifications, trainings, background checks, and document expiration dates.
• Follow up on outstanding documentation using approved templates.
• Prepare employee files for audits when requested.
• Ensure confidential employee information is properly secured and maintained.

HRIS & Employee Data Maintenance

• Enter approved employee information into payroll and HR systems.
• Update employee demographics, departments, supervisors, work locations, job titles, and employment classifications.
• Process approved employee status changes including new hires, transfers, compensation changes, leaves of absence, and terminations.
• Maintain employee rosters and organizational trackers.
• Compare records across multiple systems and report inconsistencies.
• Archive terminated employee files according to company procedures.

Reporting & Administrative Support

• Prepare recurring payroll and HR reports.
• Maintain onboarding, termination, training, compliance, and payroll trackers.
• Assist with creating Standard Operating Procedures (SOPs), checklists, templates, and mini training materials.
• Organize shared HR folders and ensure documents remain current.
• Monitor designated HR and payroll inboxes.
• Schedule meetings and maintain follow up lists.
• Perform additional administrative duties as assigned.

Must-have requirements

• 4+ years previous experience providing administrative support in Human Resources, payroll, bookkeeping, or employee recordkeeping.
• At least 2 years experience using payroll and HR systems such as Paychex Flex, Paylocity, or similar platforms.
• At least 2 years experience supporting United States based employers.
• Exceptional attention to detail.
• Strong organizational and time management skills.
• Excellent written and verbal English communication skills.
• Experience working with cloud based systems and electronic document management.
• Ability to follow established procedures and meet recurring deadlines.
• Ability to appropriately handle confidential employee and payroll information.
• Reliable internet connection and ability to work during agreed upon business hours.
• Proficiency with Google Workspace and/or Microsoft Office.
• Ability to identify discrepancies and escalate questions appropriately.

Nice-to-Have Requirements

• Familiarity with onboarding documentation, personnel files, payroll processing, and employee recordkeeping.
• Working knowledge of California employment law, including wage and hour requirements, meal and rest break requirements, personnel documentation, final pay obligations, and employee recordkeeping.
• Advanced proficiency in Microsoft Excel, including formulas, filters, sorting, conditional formatting, pivot tables, lookups, data validation, and reconciling information across multiple spreadsheets.
• Experience maintaining compliance trackers, licenses, certifications, background screenings, and document expiration records.
• Experience creating reports, procedures, checklists, templates, SOPs, or training materials.

Independent Contractor Perks

Permanent work from home

Immediate hiring

Health Insurance Coverage for eligible locations

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.