Payroll Accountant

Job Title: Payroll Accountant

Reports to: Director of Finance

Summary

The Payroll Accountant is responsible for the accurate and timely processing of payroll while ensuring compliance with federal and state payroll regulations, organizational policies, and Generally Accepted Accounting Principles (GAAP). The position serves as the primary payroll administrator and provides payroll accounting support including journal entries, cost allocations, balance sheet reconciliations, financial reporting, and audit support. The Payroll Accountant partners closely with Human Resources to ensure employee status and compensation changes are accurately reflected in payroll while supporting Finance through month-end close and grant accounting.

Education Requirement

Bachelor's degree in Accounting, Finance, or related field required.

Experience Requirement

Minimum three (3) years of payroll processing experience. Three (3) years of accounting experience preferred. Experience with payroll accounting, reconciliations, grant allocations, healthcare or nonprofit accounting preferred.

Key Job Responsibilities

Payroll Responsibilities

• Process bi-weekly payroll accurately and timely.
• Process payroll taxes and ensure compliance with applicable regulations.
• Process garnishments, child support orders, tax levies, and other required deductions.
• Administer retirement contributions and payroll benefit deductions.
• Prepare payroll journal entries.
• Prepare payroll cost allocation journal entries by department, program, and grant.
• Perform payroll reconciliations and resolve discrepancies.
• Provide payroll audit support and prepare supporting documentation.
• Coordinate with Human Resources regarding new hires, promotions, transfers, terminations, and compensation changes.
• Maintain payroll records and respond to payroll-related employee inquiries

Accounting Responsibilities

• Perform payroll balance sheet reconciliations, including but not limited to payroll liabilities, accrued payroll, payroll taxes, benefit withholdings, and retirement liabilities.
• Prepare payroll accruals for month-end and year-end close.
• Prepare and maintain grant payroll allocations and supporting documentation.
• Provide month-end close support.
• Prepare audit schedules and assist internal and external auditors.
• Provide financial reporting support related to payroll and labor costs.
• Reconcile payroll expenses to the general ledger.
• Prepare journal entries and supporting documentation as assigned
• Assist with budgets and labor cost analysis
• Assist with other accounting functions and special projects assigned by the Director of Finance.

General Accounting Responsibilities 

• Assist with monthly, quarterly, and annual financial close activities.
• Prepare and reconcile assigned general ledger accounts.
• Assist with bank reconciliations and other balance sheet reconciliations.
• Assist with grant accounting and financial reporting.
• Support implementation of accounting process improvements and internal controls.
• Perform other accounting duties consistent with the position as assigned.

Cross-Training & Business Continuity

• Maintain written payroll procedures and documentation.
• Cross-train with Finance staff to ensure continuity of payroll and accounting operations.
• Serve as backup for designated accounting functions during vacations, leaves of absence, and staffing shortages.
• Provide backup assistance to other Finance team members as departmental workload requires.
• Assist with reconciliations, journal entries, financial reporting, grant accounting, and other accounting functions when payroll responsibilities permit.

Knowledge, Skills & Abilities

• Knowledge of payroll laws and GAAP.
• Strong Excel and accounting skills.
• Experience with payroll and HRIS systems.
• Excellent analytical, organizational, and communication skills.
• Attention to detail
• Ability to maintain strict confidentiality.