USA Payroll Administrator

Job Summary

We are seeking a detail-oriented and process-driven USA Payroll Administrator to own the end-to-end processing of U.S. payroll for approximately 200 employees. This role is critical to ensuring employees are paid accurately and on time while maintaining compliance with all federal, state, and local regulations.

Beyond day-to-day payroll execution, this position plays a key role in scaling payroll operations. As the company continues to grow, the Payroll Administrator will help document, improve, and streamline payroll processes, controls, and standard operating procedures. This is an ideal opportunity for someone who enjoys both hands-on payroll work and building more efficient ways of working.

This role is based in Chicago and partners closely with Finance and HR.

Key Responsibilities

• Process end-to-end bi-weekly U.S. payroll for approximately 200 employees with a focus on accuracy and timeliness
• Ensure compliance with all federal, state, and local payroll regulations, including multi-state requirements
• Manage payroll tax filings, deductions, garnishments, and agency payments
• Own year-end payroll activities, including W-2 preparation, reconciliation, and reporting
• Coordinate 401(k) contributions and loan repayments with Fidelity, including reconciliations and issue resolution
• Support payroll system administration and optimization, including learning and working within Rippling
• Partner with HR and Finance on payroll-related data changes, audits, and reporting needs
• Document day-to-day payroll processes, controls, and standard operating procedures
• Identify and implement efficiencies to improve payroll accuracy, scalability, and operational continuity
• Assist with special payroll projects and system integrations as needed

Minimum Requirements

• Hands-on experience processing U.S. payroll end-to-end using a payroll system (Rippling experience not required but must be willing to learn)
• Experience supporting multi-state payroll and navigating varying state tax requirements
• Strong working knowledge of payroll compliance, taxes, deductions, and garnishments
• Proven attention to detail with the ability to catch and resolve payroll discrepancies before processing

Preferred Requirements

• Bachelor’s degree or equivalent experience
• Payroll certifications (CPP, FPC, or similar) a plus
• Experience supporting payroll for ~200 employees or more
• Exposure to payroll system implementations or system transitions
• Experience working with Rippling, Fidelity, or similar payroll/benefits platforms
• Interest in process improvement, documentation, and operational scalability
• Familiarity with using or exploring AI tools to improve payroll workflows (early adoption experience welcome)