Payroll Administrator

Our client, located in the 100 Oaks part of Nashville, TN is looking to add a direct-hire  Payroll Specialist  to their team.

The ideal candidate will have a background in accounting and experience processing  multi-state  payroll for 650+ employees.

This is an on-site role through training, and will move to a  hybrid  schedule once trained (after 4 months).

Duties :

• Process  high-volume, biweekly payroll  for 650 employees using ADP (integrated with ERP systems).

Oversee payroll data collection and review thousands of timesheets weekly to ensure accuracy and compliance.

Perform large-scale payroll account reconciliations, journal entries, and interdepartmental adjustments.

Manage  multi-state and multi-jurisdictional payroll compliance , including tax filings (CA, NY, and others).

Administer and reconcile HSA / FSA contributions across a large employee base.

Generate payroll analytics and reporting for leadership, providing insights to support financial planning and workforce analysis.

Support audits and ensure adherence to federal, state, and local payroll regulations.

Collaborate with HR (UKG system) while maintaining focus on payroll / accounting accuracy.

Contribute to process automation and workflow improvements to support scalability.

Support year-end processes, including W-2 distribution, reconciliations, and compliance reviews.

Requirements :

3–5 years of payroll / accounting experience  in a high-volume environment .

Experience with ADP is required ; BST and ERP system experience strongly preferred.

Strong foundation in accounting — ability to manage journal entries, reconciliations, and analysis in addition to payroll.

Multi-state payroll experience required ; enterprise-level exposure strongly preferred.

Advanced Excel proficiency (pivot tables, VLOOKUP, macros, large-data analysis).

Knowledge of payroll tax laws, benefit accounting, and compliance across multiple jurisdictions.

Experience supporting audits and operating in deadline-driven environments.

Strong analytical, organizational, and communication skills.

Title : Payroll Specialist

Location : Nashville, TN

Position Type : Direct hire, full-time

Compensation : 60k-$80k depending on experience

Determining compensation for this role (and others) at Vaco / Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco / Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan.

Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and / or to receive other benefits and privileges of employment, please contact HR@vaco.com .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal .

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.

California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here .

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to :

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.