[Hiring] Payroll Specialist @Deque Systems Inc

Role Description

The Payroll Specialist (with HR Operations Support) owns accurate, timely end-to-end payroll processing for Deque's U.S. employees. This role manages 24 semimonthly payroll cycles each year, processes off-cycle and final payments, maintains payroll tax compliance, and keeps payroll records and controls audit-ready. The Payroll Specialist works closely with Human Resources and Finance and handles sensitive employee information with sound judgment and strict confidentiality.

While end-to-end U.S. payroll remains the primary focus and top priority, this role also provides valuable operational support to the People/HR team between payroll cycles:

• Assisting with leave tracking
• Employee master data integrity
• Onboarding/offboarding logistics
• Ad-hoc HR/recruiting administrative projects

The position is based in India. Regular overlap with U.S. Eastern Time is preferred and will be especially important during payroll close, year-end processing, audits, and urgent off-cycle payrolls.

Responsibilities

• Payroll processing
  • Process U.S. payroll from start to finish on a semimonthly schedule, with pay dates on the 15th and the final calendar day of each month.
  • Validate approved employee changes, hourly pay, commissions, bonuses, deductions, garnishments, benefits, taxes, and other payroll inputs before each payroll closes.
  • Run payroll previews, investigate variances, obtain required approvals, submit payroll, and confirm successful completion and funding.
  • Process off-cycle payrolls and calculate time-sensitive final pay when required.
  • Manage direct-deposit prenotes, payroll amendments, deduction codes, and payroll-to-general-ledger mappings in coordination with Finance.
  • Maintain accurate employee payroll records and the payroll dashboard in ADP.
• Payroll tax and compliance
  • Maintain ADP SmartCompliance and respond promptly to payroll tax notices, including withholding, unemployment, and workers' compensation matters.
  • Monitor payroll-related state and local requirements and alert Human Resources and Finance when employee activity creates a new registration or filing obligation.
  • Audit state unemployment insurance rates and verify that required payroll tax filings and payments are completed accurately and on time.
  • Review quarterly Forms 941 and annual Forms W-2 prepared by ADP and confirm timely filing.
  • Complete required payroll-related filings and reports, including California payee data, Washington and Ohio workers' compensation, and New York State Insurance Fund reporting.
  • Stay current on U.S. payroll laws, regulatory changes, and industry practices that affect Deque's payroll processes.
• Reporting audits and controls
  • Prepare payroll history, headcount, and salary-change reports and provide accurate payroll data to authorized partners.
  • Analyze payroll data for trends, discrepancies, unusual activity, and compliance risk; resolve or escalate issues before payroll is finalized.
  • Support the annual financial statement and 401(k) audits by preparing complete, traceable payroll documentation.
  • Maintain current payroll procedures, calendars, checklists, and coverage documentation.
  • Follow approval, access, and segregation-of-duties controls and protect confidential payroll and employee data.
  • Provide backup support for Deque Europe payroll processing when trained and requested.
• Partnership
  • Partner with Human Resources to confirm approved hires, terminations, compensation changes, leave impacts, benefit deductions, and employee data changes.
  • Partner with Finance on payroll funding, cash requirements, general-ledger outputs, account reconciliations, and audit support.
  • Communicate clearly with employees and internal partners about routine payroll questions and escalate policy, employee-relations, or legal matters to Human Resources.
  • Coordinate with ADP, Paychex, benefit providers, tax agencies, and other payroll partners as needed.
• HR Operations & Team Support
  • Support the HR team with administrative workflows, including leave of absence tracking, benefits changes, and status updates.
  • Maintain and audit employee master data across HRIS/payroll systems to ensure data consistency between HR and Finance.
  • Partner on onboarding and offboarding coordination, ensuring new hire setup and exit adjustments are seamlessly handled between HR and payroll.
  • Provide flexible administrative support on special People/HR projects, process improvement initiatives, documentation, and coordination across HR or talent acquisition workflows as needed.
  • Serve as an approachable point of contact for routine employee inquiries regarding both pay and foundational HR inquiries, escalating complex matters appropriately.

Qualifications

• At least four years of payroll experience, including direct responsibility for end-to-end payroll processing.
• Hands-on experience processing U.S. multistate payroll and working with federal, state, and local payroll taxes.
• Working knowledge of payroll controls, wage deductions, garnishments, benefits deductions, year-end processing, and payroll reporting.
• Strong spreadsheet and data-review skills, including the ability to reconcile details and identify discrepancies.
• Ability to manage fixed deadlines independently, document work clearly, and communicate promptly when an issue could affect pay.
• Demonstrated discretion when handling compensation, banking, tax, and other confidential employee information.
• Prior experience supporting—or a demonstrated interest in learning—broader HR operations and administrative workflows.
• Clear written and spoken English and the ability to collaborate effectively across India and U.S. time zones.
• Comfort wearing multiple hats in a collaborative, fast-paced environment with a coachable and trainable mindset.

Preferred qualifications

• Experience with ADP Workforce Now, ADP SmartCompliance, or a comparable U.S. payroll platform.
• Experience supporting a U.S.-based company from India and working with distributed Human Resources and Finance teams.
• Experience with payroll audits, 401(k), FSA, COBRA, workers' compensation, and multistate tax notices.
• A bachelor's degree in commerce, accounting, finance, human resources, or a related field, or equivalent practical experience.
• A recognized payroll credential or relevant professional training.
• Hands-on experience working in a hybrid HR/Payroll role or directly supporting an HR Generalist / People Operations function.
• Exposure to leave administration (FMLA, disability, state leaves), benefits coordination, or basic talent acquisition/recruiting administrative tasks.

Company Description

Deque (pronounced dee-cue) is a web accessibility software and services company, and our mission is Digital Equality. We believe everyone, regardless of their ability, should have equal access to the information, services, applications, and everything else on the web.

We work with enterprise-level businesses and organizations to ensure that their sites and mobile apps are accessible. With over 475,000 extensions installed and over 5,000 audit projects completed, Deque is the industry standard. Join our growing family as we work to make the web a better place for everyone.

Job Location

Remote (based in India working EDT/EST business hours)

How to Apply

Apply by submitting your resume and a cover letter.

In your cover letter:

• Explain your interest in joining Deque and how you align with our Core Values
• Depict key attributes that differentiate you as a candidate

Deque is committed to providing Equal Employment Opportunities.