Payroll Specialist

AIR is currently seeking a Payroll Specialist to join our Corporate Finance Office (CFO), a dynamic workplace with a clear agenda to develop a service-oriented organization in line with the business. It is composed of a strong team of co-workers and challenging varied roles that aim to stretch and expand the value CFO delivers within AIR. This role will report directly to Senior Manager, Payroll.

The Payroll Specialist plays a key role in establishing and maintaining accurate employee payroll records while upholding our high standards of operational excellence. This role supports bi‑weekly, semi‑monthly and monthly payrolls; ensures compliance with federal, state, and local regulations; and adheres to government contract requirements including FAR, DCAA audit standards, and applicable labor laws.

This position ensures data integrity, supports employees with payroll‑related needs, and contributes to the timely and precise execution of payroll processes. The role also provides general support to the payroll team and serves as a backup for routine tasks. This remote position offers hybrid work flexibility to work from one of AIR’s U.S. office locations with occasional travel required for meetings, training sessions, and conferences. 

About AIR:

Founded in 1946 and headquartered in Arlington, Virginia, the American Institutes for Research (AIR) is a nonpartisan, not-for-profit organization that conducts behavioral and social science research and delivers technical assistance to address some of the most pressing challenges in the United States and globally. We generate evidence and apply data-driven solutions that expand opportunities and improve lives for all.

Responsibilities:

• Ensure timely, accurate, and compliant payroll processing, including maintaining supporting documentation, coordinating tax filings, and managing complex transactions such as termination payouts, bonuses, retroactive adjustments, separation pay, pay-effect timesheets, and gross‑up relocation expenses.
• Maintain and update employee payroll records, including direct deposit information, tax withholding profiles, address changes, and wage garnishments or levies in accordance with legal requirements.
• Review and process timesheets, labor entries, and leave accruals in Costpoint, ensuring accuracy and adherence to organizational policies.
• Generate, manage, and distribute payroll reports in alignment with departmental procedures and audit standards; support annual audits and year‑end activities such as W‑2 processing and payroll account reconciliations.
• Provide exceptional customer service by responding to employee and stakeholder payroll inquiries with clarity, professionalism, and timely follow‑through.
• Stay current on payroll laws and regulations to ensure ongoing compliance and recommend updates to internal processes as needed.
• Collaborate with Human Resources, Accounting, Corporate Business Systems, and AIR program teams to communicate payroll activities and support seamless cross‑functional operations.
• Work closely with the Assistant Payroll Manager and the supervisor on providing general support to the payroll team, serving as a backup for routine tasks and daily payroll functions.
• Build and maintain strong professional working relationships with internal departments and external partners to support efficient payroll operations.
• Perform additional duties as assigned by the Senior Manager, Payroll, with responsibilities evolving based on business needs.

Qualifications:

Education, Knowledge, and Experience

• Bachelor’s degree in a business‑related field with at least four years of relevant experience; FPC or CPP certification preferred.
• Minimum of four years of payroll experience supporting multi‑state operations, including organizations with multiple locations and complex tax requirements.
• Strong knowledge of multi‑state payroll laws, regulations, and compliance standards.
• Experience with ADP and Dayforce preferred, along with a solid understanding of end‑to‑end payroll processes and procedures.

Skills

• Proficient in Microsoft 365, including OneDrive, SharePoint, Excel (advanced), Word, PowerPoint, and Adobe Acrobat Pro, Copilot, and other AI tools.
• Effective communicator with the ability to engage across all organizational levels and diverse backgrounds, particularly in virtual settings.
• Demonstrated strength in organization, analysis, critical thinking, and problem‑solving, combining strategic insight with reliable day‑to‑day execution.
• Ability to address employee inquiries and concerns with professionalism and a service‑focused mindset.
• Exhibit sound judgment and recognizes when matters require escalation.
• Skilled at managing multiple priorities and adapting to team dynamics while meeting established timelines independently and collaboratively.
• Flexible and adaptable, able to adjust to shifting priorities, evolving regulations, and changing business needs while maintaining accuracy and professionalism.
• A team mindset and eagerness to jump in wherever needed-no task is too small when working toward shared goals.

Disclosures: Applicants must be currently authorized to work in the U.S. on a full-time basis. Employment-based visa sponsorship (including H-1B sponsorship) is not available for this position. Depending on project work, qualified candidates may need to meet certain residency requirements.

American Institutes for Research is an equal employment opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without discrimination on the basis of age, race, color, religion, sex, gender, gender identity/expression, sexual orientation, national origin, protected veteran status, or disability. AIR adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo reference and background checks. AIR maintains a drug-free work environment. 

ACCESSIBILITY NOTICE: If you need a reasonable accommodation for any part of the employment process due to a physical or mental disability, please send an email to Taliba Boone at [email protected] call 202.403.5000.

Fraudulent Job Scams Warning & Disclaimer: AIR is aware of individuals falsely presenting themselves as AIR representatives. Fraudulent job scams seek to extract sensitive information or money from victims. To protect yourself, please be aware that AIR recruitment will only email you from an “@air.org” domain. Please take extra caution while examining the email address, for example [email protected] is correct and [email protected] is not a legitimate AIR email address. If you are unsure of the legitimacy of a communication you have received, please reach out [email protected]. If you see a job scam, or lose money to one, report it to the Federal Trade Commission (FTC) atReportFraud.ftc.gov. You can also report it to your state attorney general. Find out more about how to avoid scams atftc.gov/scams.

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