Payroll Specialist

Job Description
Position Overview
KPFF’s Seattle office is seeking a Payroll Specialist to join our collaborative and supportive team. This role offers a balance of autonomy and teamwork within a stable and growth-focused environment. As a Payroll Specialist, you will play a key role in refining payroll processes and managing a variety of compliance responsibilities that support the firm’s long-term success. We’re looking for a detail-oriented, proactive professional with a strong understanding of complex payroll systems and a passion for continuous learning. If you enjoy problem-solving and precision, this is your opportunity to make a meaningful impact at KPFF.

Key Responsibilities

Payroll Processing, Audits & Reconciliation

• Manage semi-monthly payroll for multiple business units across various states

• Conduct regular payroll audits to ensure accuracy and compliance

• Reconcile benefit premiums, 401(k) contributions, payroll earnings, and cash transactions on a semi-monthly basis

• Ensure proper tax filing and deposit reconciliations

• Confirm accurate year-to-date reporting on W-2 forms

• Validate tax profiles for employees working under visa arrangements

• Process certified weekly payrolls and submit required reports to WA L&I, CA DIR, or other applicable entities

• Calculate prevailing wage payments for specific projects

• Maintain compliance with WA, CA, OR, and federal prevailing wage regulations, including fringe benefits and overtime

Compliance & Benefits Administration

• Manage 401(k) contribution changes and coordinate with the Benefits team on employee eligibility

• Facilitate onboarding of new employees and maintain updated records in HRIS and accounting systems

• Complete payroll verifications and certification requests

• Stay current with evolving federal and state payroll laws and regulations

• Act as an internal expert on Prevailing Wage compliance

• Address payroll-related agency notices in partnership with the payroll services provider

• Set up and manage garnishments and 401(k) loan entries

• Create and maintain clear documentation for all payroll-related processes

• Engage in ongoing professional development to stay ahead of industry best practices

Collaboration & Communication

• Provide payroll support and resolution for employee and manager inquiries

• Coordinate with Benefits and Payroll teams to ensure regulatory compliance and implement updates in the payroll platform (Paycom)

• Partner with the Data team to ensure accurate payroll reporting and processing

• Collaborate closely with other General & Administrative (G&A) departments to foster alignment and teamwork

Qualifications
What We’re Looking For:

• Minimum 5 years of multi-state payroll processing experience

• Experience with certified payroll and Prevailing Wage regulations in WA, CA, OR, and federal contexts

• Bachelor’s degree or Certified Payroll Professional (CPP) designation preferred

• In-depth knowledge of payroll practices, tax compliance, and HRIS/accounting software

• Strong organizational and multitasking abilities

• Exceptional attention to detail and confidentiality

• Proficient in Microsoft Office Suite, particularly Excel

• Understanding of general accounting principles

Additional Information

Work Environment & Physical Requirements

• Typical office setting; most work performed at a desk or computer station

• Must be able to use a computer for extended periods and communicate via phone or virtual platforms

• Occasionally required to lift items up to 15 lbs.

• Role is based in our Seattle office, with flexible hours between 7:00 AM and 5:00 PM, up to 5 days per week

Company Culture
At KPFF, we offer more than just a job — we offer a place to grow. Our culture values innovation, ownership, and collaboration. You’ll enjoy the freedom to take initiative and solve meaningful challenges while being supported by a team that shares your passion for excellence. We’re committed to helping you build a career that reflects your goals, and your success is recognized and celebrated here. Join a workplace where creativity thrives and your contributions shape the future of engineering.

Benefits
We are proud to support our employees with a flexible and comprehensive benefits package, which includes:

• 401(k) retirement plan with employer contributions

• Medical, dental, and vision insurance

• Health Savings Account (HSA) with company contributions

• Flexible Spending Accounts (FSA) for healthcare and dependent care

• Life and disability insurance (short- and long-term)

• KPFF-paid family leave

• Paid holidays, including two floating holidays

• Paid time off (vacation, sick leave, jury duty)

• Subsidized ORCA transit pass