Payroll Accountant

Payroll Processing & Administration 

• Administer and process payroll accurately, in accordance with internal policies and regulatory requirements, and on schedule for all employees
• Review and validate payroll data including earnings, deductions, taxes, accruals, and direct deposits
• Audit payroll transactions prior to processing to ensure accuracy and compliance
• Support regular and off-cycle payroll processing
• Ensure payroll changes are entered accurately and effective dated appropriately
• Maintain payroll records and supporting documentation
• Coordinate payroll processing timelines and communicate deadlines to stakeholders

Payroll Change Management 

• Review employee payroll changes for accuracy, including: 
  • Compensation changes
  • Promotions and transfers
  • Status changes (FT/PT, Exempt/Non-exempt) 
  • One-time payments and stipends
  • Deduction updates
  • Retroactive adjustments 
• Validate approvals and supporting documentation prior to processing changes
• Partner with HR and Finance to ensure changes align with organizational policies and approved workflows

Time & Attendance Administration 

• Support timekeeping administration within Paylocity
• Review and troubleshoot timecard discrepancies, missed punches, and payroll exceptions
• Monitor timecard approvals and follow up with managers as needed
• Ensure compliance with wage and hour requirements, including overtime and meal/rest break requirements

Leave & Benefits Coordination 

• Coordinate payroll impacts related to leaves of absence, including paid and unpaid leave
• Process benefit deductions accurately and timely
• Support benefits and payroll reconciliation activities
• Coordinate final pay processing and PTO payouts for employee separations
• Reconcile monthly benefits invoices and statements  
• Prepare and provide reports for pension and 403(b) plan administration  
• Support annual audits for the defined benefit pension plan and 403(b) retirement plan  
• Serve as a key contact for the 403(b) audit process  
• Prepare required Paylocity reports and census data for retirement plan administration  
• Reconcile retirement plan reports and resolve discrepancies 

Compliance & Reporting 

• Maintain compliance with federal, state, and local payroll laws and regulations
• Support payroll audits and provide documentation as requested
• Prepare and review payroll-related reports and reconciliations
• Support year-end payroll activities including W-2 processing
• Maintain confidentiality of payroll and employee information
• Coordinate with the Revenue Accountant to provide grant-related compensation information  
• Maintain tracking for grant-funded and endowment-funded positions  
• In partnership with HR, prepare monthly compensation analytics and reporting  
• Calculate and reconcile quarterly City of Seattle Payroll Tax obligations  
• Review quarterly Form 941 filings prepared by Paylocity and reconcile discrepancies  
• Review annual W-2 reporting and reconcile discrepancies  
• Partner with the Controller to analyze monthly and year-to-date variances between compensation budget and actuals 

Employee Support 

• Respond to employee payroll inquiries in a timely and professional manner
• Provide guidance to managers and employees regarding payroll processes and deadlines
• Support employees understanding of pay statements, deductions, and payroll timing

Systems & Process Improvement 

• Maintain payroll data integrity within Paylocity
• Identify opportunities to improve payroll workflows, controls, and efficiencies
• Support payroll-related testing and system updates
• Assist with implementation and optimization of payroll and HRIS processes

• Associate of Arts degree in accounting or equivalent combination of education and experience 
• 3–5+ years of payroll administration and reporting experience
• Three years’ related payroll and accounting experience required with a demonstrated level of increasing responsibilities 
• Demonstrated experience in exercising good judgment concerning accounting management and compliance practices 
• Demonstrated ability to establish and maintain effective relationships with executives, management, and employees 
• Successfully assess priorities and work well with deadlines
• Exceptional time management, problem solving, and analytical skills 
• Exercise discretion in maintaining confidentiality of sensitive information 
• Proficiency in Microsoft Office Suite, Teams, and internet-based research 
• Expertise in Microsoft Excel with an ability to create complex spreadsheets via formulas, pivot tables, and other excel functions 
• Ability to pass and maintain security background check clearance
• Experience processing payroll in an HRIS/payroll system
• Strong understanding of payroll processes, wage and hour laws, and payroll compliance requirements
• Experience supporting timekeeping and payroll reconciliations
• Strong attention to detail and accuracy
• Strong organizational and problem-solving skills
• Ability to manage confidential information with discretion
• Strong customer service and communication skills

Preferred Qualifications 

• Experience with Paylocity
• Experience in nonprofit, museum, arts, cultural, or unionized environments
• Familiarity with Washington State payroll and leave requirements
• Familiarity with Colorado payroll requirements
• CPP or FPC certification preferred