Payroll Specialist

Covington, KY

We are a global digital agency comprised of strategists, creatives, media experts, data scientists, and engineers driven by one common purpose — accelerate business growth through marketing and digital transformation. Named a top 3% Google Premier Partner and recognized by Inc. 5000 and Adweek’s 75 Fastest Growing Companies, we’re constantly looking for “A” players to join our team.

The rapid growth is attributed to our strongest asset — our people. Our teams are highly collaborative and work closely with each client to set clear goals and objectives so that we can deliver exceptional results. Mindgruve is a place where every opinion is valued. Not only will you be empowered to contribute ideas, but you will also play a key role in the execution and driving success for brands across a variety of industries. Sound fun? Perfect — you’ll fit right in.

What You’ll Do Here

• Process payroll on semi-monthly and bi-weekly schedules for a multi-entity, multi-state organization using BambooHR.
• Manage and process 1099 contractor payments in alignment with contract terms.
• Execute payroll transactions including new hires, terminations, employee status changes, timesheet approvals, wage garnishments, and bonus or retroactive payments.
• Review and reconcile hourly employee timesheets to ensure accuracy and compliance with state and federal wage and hour laws (e.g., overtime, CA meal/rest penalties).
• Oversee and validate employee expense reimbursements (travel, parking, meals) to ensure policy compliance.
• Reconcile benefit deductions and maintain data integrity across platforms (HRIS, benefits admin systems, 401(k), etc.).
• Support open enrollment by verifying deduction setups, resolving discrepancies, and preparing required reporting.
• Prepare recurring and ad-hoc payroll reports for Finance, HR, and leadership.
• Maintain and update state and local tax information, including registrations for income tax, unemployment, and disability insurance.
• Participate in internal audits and assist with quarterly and year-end reporting, including payroll-related reconciliations.
• May support annual ACA reporting requirements to ensure compliance.
• Respond promptly and professionally to payroll-related inquiries, providing clear guidance on pay details, tax withholdings, and employment verifications.
• Ensure compliance with federal, state, and local tax laws, payroll regulations, and company policies.Identify and implement opportunities to streamline and automate payroll processes and collaborate on cross-functional efficiency improvements.
• Stay current on payroll tax changes, wage requirements, and relevant regulations across all jurisdictions.
• Participate in system updates, enhancements, and testing for BambooHR and related platforms.
• Perform other related duties and projects as assigned
  
  

Need a Person With

• 4+ years of experience in payroll processing for a multi-state, mult-entity employer.
• Advanced proficiency with payroll systems (preferably BambooHR) and time-tracking
• Strong knowledge of federal and state wage and tax laws, including FLSA and overtime requirements.
• Bachelor's degree, preferably in Finance, Accounting, Economics or Data Science
• Advanced knowledge of Excel and Google Sheets skills (pivot tables, formulas, data validation, auditing.
• Strong analytical, problem-solving, and reconciliation skills with impeccable attention to detail.
• Self-motivated with ability to work independently, manage multiple deadlines, and thrive in a fast-paced environment. Must be deadline-oriented and able to complete tasks with limited supervision.
• Strong verbal and written communication skills.
• High level of discretion and professionalism when handling confidential employee information.
• Well-versed in Microsoft and Mac applications (Word, Excel, PowerPoint, etc.)
  
  

Compensation will be commensurate with experience. Additionally, for eligible full-time employees, we offer a competitive benefits package including medical insurance, dental insurance, and vision insurance; a flexible spending account; voluntary life and accident plans; and a 401(k) retirement plan with matching. Our headquarters is based in San Diego, California, with additional offices in Covington, Kentucky, Denver, Colorado, Nashville, Tennessee and Charleston, South Carolina. We're seeking local candidates (or those open to relocation) who are able to work collaboratively with us in one of our office's; however, based on business needs and unique job functions, some roles may be eligible for remote work. (Bonus points if you’re bilingual in Spanish and/or Portuguese.)

Mindgruve is an equal opportunity employer and values diversity. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.