Payroll Accountant

Job Description

Job Title: Payroll Accountant

Position Type: Full-Time, Remote

Working Hours: Flexible, aligned with U.S. client time zones

About Pavago:

Pavago seeks a Payroll Accountant to manage payroll operations for client organizations. This role is critical for ensuring employees are paid accurately and on time, taxes are filed correctly, and records are compliant and audit-ready. You will handle the end-to-end payroll lifecycle, integrating payroll data with accounting systems, resolving discrepancies, and delivering high-quality reporting.

Responsibilities:

Payroll Processing:

• Administer bi-weekly, semi-monthly, or monthly payrolls for 50–500 employees.
• Validate employee time entries, overtime, bonuses, and deductions before each run.
• Process payroll through systems like ADP, Paychex, Gusto, QuickBooks Payroll, or BambooHR.

Journal Entries & Reconciliations:

• Post payroll transactions into QuickBooks, NetSuite, or Xero.
• Reconcile payroll clearing accounts with bank statements.
• Record benefit deductions and employer contributions accurately.

Tax & Compliance:

• Prepare and submit payroll taxes at federal, state, and local levels.
• File quarterly/annual forms (941, W-2, 1099, state equivalents).
• Track changes in labor/tax regulations and adjust processes accordingly.

Benefits Administration:

• Reconcile healthcare, retirement, and other benefit contributions with provider invoices.
• Ensure deductions align with employee elections and company policy.

Employee Support:

• Respond to payroll inquiries (pay stubs, direct deposit, tax withholding changes) within SLA.
• Assist employees with onboarding payroll setup.

Reporting:

• Generate recurring payroll and headcount reports for HR and finance.
• Support audits with detailed payroll documentation.
• Provide variance analysis of payroll vs. budget.

Process Improvement:

• Streamline workflows using Excel macros, payroll integrations, or APIs.
• Document payroll SOPs for consistency and compliance.

What Makes You a Perfect Fit:

• Precision with numbers and attention to detail.
• Discretion in handling confidential data.
• Ability to troubleshoot discrepancies under tight deadlines.
• Proactive in ensuring compliance across multiple states or entities.

Required Experience & Skills (Minimum):

• 2+ years payroll processing experience.
• Hands-on use of at least one payroll system (ADP, Paychex, QuickBooks, Gusto, BambooHR).
• Intermediate Excel/Google Sheets (pivot tables, VLOOKUP, reconciliations).
• Knowledge of U.S. payroll tax regulations.

Ideal Experience & Skills:

• Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC).
• Multi-state or international payroll.
• Experience reconciling payroll with accounting entries.
• Familiarity with HRIS/payroll integrations (BambooHR, Zenefits, Workday).

What Does a Typical Day Look Like?

• Morning: Log into payroll dashboard (ADP or Gusto). Verify new hires/terminations, review overnight timecard entries, and check pending direct deposit changes. Run preliminary payroll reports to identify anomalies (missing hours, duplicate entries).
• Midday: Finalize payroll run for approval, reconcile payroll register against general ledger accounts, and prepare bank funding file. Respond to 3–5 employee payroll inquiries (pay stubs, deductions).
• Afternoon: File payroll tax payments online, reconcile benefit contributions with invoices from health insurance providers, and update payroll compliance log. Work with HR to update PTO accruals and ensure policy alignment.
• End of Day: Prepare daily payroll dashboard for management (headcount, gross pay, tax liabilities). Document workflows and update SOP checklist for audit readiness.

Key Metrics for Success (KPIs):

• 100% payroll runs completed on schedule.
• % error rate in payroll processing.
• All tax filings completed before deadlines.
• Payroll discrepancies resolved within 2 business days.

Interview Process:

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Practical Task (e.g., reconcile sample payroll register to bank file, resolve 3 discrepancies)
• Client Interview
• Offer & Background Verification