Payroll Specialist (USA)

Type: Part-time contract, 5-15 hours/week, flexible schedule

HeyMilo builds AI interviewers that automate and improve hiring through conversational AI. We're a growing team with employees and contractors across the US and Canada, and we need someone who keeps our payroll accurate, compliant, and on time.

The Role

We're hiring a part-time Payroll Specialist to own payroll operations for our US team. You'll run payroll in OrangeHRM, our HRIS, keep employee records clean, handle filings and year-end reporting, and set the standard for how payroll should work here as we grow.

This is a hands-on role with real ownership. You'll work directly with our operations and finance leads, document our payroll processes as you build them, and be the person who catches the error before it hits a paycheck.

What you'll do

• Run payroll in OrangeHRM: regular and off-cycle pay runs, new-hire setup, terminations and final pay, retro adjustments, and corrections

• Maintain and audit employee records: compensation changes, PTO balances, benefits deductions, garnishments, and direct-deposit details

• Keep us compliant: federal and multi-state withholding, FLSA overtime, garnishment orders, quarterly 941 filings, and year-end W-2 and 1099 reporting

• Reconcile each pay run and resolve discrepancies before anything goes out

• Document our payroll processes: what triggers each task, what gets checked, and how results are verified, so the playbook doesn't live only in your head

• Define our internal quality bar: required outcomes, acceptable tolerances, and what counts as a material error versus a cosmetic one

• Review payroll work for accuracy and flag exactly what went wrong and why when something slips

What we're looking for

• 3+ years of hands-on US payroll experience, including payroll you personally ran within the last 12-18 months

• Working knowledge of a payroll or HRIS system such as ADP, Gusto, Paychex, QuickBooks Payroll, Dayforce, or Workday. OrangeHRM experience is a plus, not a requirement.

• Solid grasp of US payroll compliance: FLSA overtime, multi-state withholding, garnishments, quarterly filings, year-end reporting

• Strong attention to detail and the ability to explain why you take each step

• Comfortable working independently in a remote team and walking others through your process on screen shares

• Reliable computer and a quiet workspace

Bonus

• FPC or CPP certification (PayrollOrg)

• Multi-state experience, especially states with local taxes such as PA, OH, and NY

• Experience setting up payroll processes at a startup or small company

• Payroll implementation, audit, or training experience

Details

• Part-time contract with a flexible schedule you set around payroll deadlines

• Competitive hourly rate

• Direct exposure to how a fast-moving AI company runs its operations

• NDA required

HeyMilo AI is an equal opportunity employer. We welcome applicants from all backgrounds and do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.