Payroll Specialist at Aston Carter

Payroll Specialist

The Payroll Specialist will support a mid-size architecture firm in Downtown Seattle by managing end-to-end payroll processing for approximately 200 employees in a multi-state environment. This hybrid role requires working in the office two days per week (Monday and Wednesday, 8:00 a.m. to 4:30 p.m.) and focuses on accurate and timely payroll execution, payroll tax compliance, and support for month-end and year-end financial close activities. The position is part of a mission-driven, award-winning organization that values thoughtful leadership, excellent stewardship, and collaboration across multiple offices.

Responsibilities

• Prepare and disburse monthly and semi-monthly payroll for approximately 200 employees, including 35 hourly and 165 salaried staff, in a multi-state environment.
• Review, approve, and post employee timesheets weekly or as directed, ensuring accuracy and completeness.
• Follow up directly with employees, supervisors, and leaders to resolve discrepancies in timesheets and payroll data.
• Coordinate closely with Human Resources to compile payroll data such as employee changes, new hires, terminations, and payroll deductions.
• Execute multiple payroll runs each month within established timelines, maintaining a high level of accuracy and adherence to company structure and policies.
• Ensure timely and accurate submission of payroll tax payments and returns, as well as benefit funding, in compliance with regulatory and corporate requirements.
• Support payroll system administration needs, including setting up new tax jurisdictions, configuring new earning and deduction codes, and enhancing payroll reporting.
• Reconcile payroll-related general ledger accounts according to desired timelines and support month-end and year-end close processes.
• Prepare and support compensation analysis and reporting for the company as needed, providing clear, data-driven insights.
• Maintain current and ongoing knowledge of industry trends, payroll regulations, and best practices, and apply this knowledge to improve processes and meet business needs.
• Perform payroll accounting tasks such as journal entries, reconciliations, and support for financial statement preparation.
• Assist with workers' compensation reporting and compliance as it relates to payroll data.
• Collaborate with the broader finance and accounting team to support project-based work and reporting in an architecture, engineering, and construction (A/E/C) environment.
• Utilize payroll and accounting software tools, including ADP, Paylocity, Deltek, and Excel, to manage data entry, analysis, and reporting.
• Contribute to a positive, collaborative team culture focused on excellent stewardship, client service, and continuous improvement.

Essential Skills

• 35 years of payroll experience, preferably with multi-state operational experience.
• Proven experience managing payroll for a mid-size organization, including both hourly and salaried employees.
• Strong background in payroll processing, payroll tax, and benefits administration.
• Hands-on experience with payroll accounting, including general ledger (GL) work, reconciliations, journal entries, and support for month-end and year-end processes.
• Proficiency with payroll software platforms such as ADP Payroll, Paylocity, and Workforce Now or similar systems.
• Experience with Deltek and Deltek Vantagepoint in a project-based or A/E/C industry environment.
• Knowledge of 941 tax filings and related payroll tax compliance requirements.
• Strong Excel skills for data entry, reconciliation, analysis, and reporting.
• Ability to accurately manage timesheets and coordinate closely with Human Resources on employee changes and payroll deductions.
• Attention to detail and strong analytical skills for financial statement support and compensation reporting.
• Ability to work effectively in a collaborative finance team and communicate clearly with employees at all levels.

Additional Skills & Qualifications

• Education in accounting, business, or a related field is beneficial.
• Experience in the architecture, engineering, and construction (A/E/C) industry or other project-based work environments.
• Familiarity with workers' compensation reporting as it relates to payroll.
• Comfort working with multiple offices and locations within a national firm.
• Strong organizational skills and the ability to manage multiple payroll runs and deadlines.
• Commitment to continuous learning and staying current with industry trends and regulatory changes.
• Interest in contributing to a mission-driven, design-focused organization dedicated to creating a more humane world.

Work Environment

This role operates in a professional, open office environment in Downtown Seattle with low to moderate noise levels and collaborative work areas for team meetings. The position follows a hybrid schedule, with in-office work required on Mondays and Wednesdays from 8:00 a.m. to 4:30 p.m., and remote work on other days as appropriate. Each office provides shared resources such as video conferencing capabilities, printing and scanning equipment, and a caf space for dining and informal collaboration. The firm maintains multiple offices across Los Angeles, Seattle, Spokane, and Columbus, fostering a national, team-oriented culture. Transportation benefits include access to a reduced-cost Orca bus pass, and nearby parking is available at a daily rate for those who prefer to drive. The environment emphasizes collaboration, thoughtful leadership, and stewardship, supporting both focused individual work and cross-functional teamwork.

Job Type & Location

This is a Contract to Hire position based out of Seattle, WA.

Pay and Benefits

The pay range for this position is $35.00 - $40.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a hybrid position in Seattle,WA.

Application Deadline

This position is anticipated to close on Aug 4, 2026.