Payroll Administrator / Accounting Specialist

Description

We are seeking a detail-oriented Payroll Administrator / Accounting Specialist to manage bi-weekly, multi-state payroll while supporting transactional accounting activities across Accounts Payable (AP) and Accounts Receivable (AR). This role will be responsible for ensuring accurate and timely payroll processing, maintaining strong payroll controls, supporting vendor maintenance, reviewing customer invoices, and assisting with collection activities.

The ideal candidate is highly organized, comfortable working with detailed financial data, and able to manage multiple deadlines while maintaining a high degree of accuracy and confidentiality.

Responsibilities

Payroll Administration

• Process bi-weekly, multi-state payroll through Rippling accurately and on time, including employee wages, overtime, bonuses, deductions, reimbursements, and other payroll transactions
• Review and validate employee timecards and payroll changes in Rippling prior to each payroll run
• Review payroll reports and resolve discrepancies before payroll is finalized
• Respond to employee payroll questions and research and resolve payroll-related issues
• Support payroll tax filings, quarterly and year-end reporting, and W-2 processing
• Monitor compliance with applicable federal, state, and local wage and hour requirements
• Perform payroll-related general ledger reconciliations and support month-end close
• Maintain accurate payroll documentation and records and support internal and external audit requests
• Identify opportunities to improve payroll processes, controls, and system utilization
• Partner closely with HR during employee leaves of absence (FMLA, short/long-term disability, parental leave, state leaves) to ensure accurate payroll adjustments, compliant pay distribution, and proper benefit deduction catch-ups

Accounts Payable & Vendor Maintenance

• Maintain vendor master data, including new vendor setup and changes to existing vendor information
• Review vendor setup documentation for completeness and accuracy
• Perform appropriate validation of vendor information and support controls designed to prevent duplicate, inaccurate, or fraudulent vendor records
• Assist with AP-related inquiries and resolution of vendor account issues
• Support AP transaction review and other transactional accounting activities as needed

Accounts Receivable

• Monitor customer invoicing and collections processed through third-party billing and payment platforms such as Stripe and Maxio
• Review customer invoices and billing activity for accuracy, completeness, and consistency with contractual or billing requirements
• Monitor outstanding accounts receivable balances, aging, payment status, and collection activity through third-party platforms
• Investigate billing, payment, and collection exceptions and coordinate with internal stakeholders and customers to resolve discrepancies
• Follow up on past-due balances and support collection activities as needed
• Review and reconcile billing and payment activity from third-party platforms to accounting records and assist with resolution of differences
• Maintain appropriate documentation supporting invoicing, collections, and customer account activity

General Accounting Support

• Assist with month-end close activities related to payroll, AP, and AR
• Prepare supporting schedules and documentation for internal and external audits
• Maintain organized and complete accounting records
• Assist with process documentation and implementation of internal controls
• Support Finance and Accounting projects and other transactional accounting activities as needed.

Qualifications

• Associate's or bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred
• 4–6 years of experience in payroll administration or accounting operations, including hands-on experience processing multi-state payroll, or an equivalent combination of education and experience
• Working knowledge of payroll taxes, deductions, wage and hour requirements, and payroll compliance
• Experience with Rippling or a similar payroll/HRIS platform; direct Rippling experience preferred
• Experience with Accounts Payable and/or Accounts Receivable processes preferred
• Strong Excel skills and ability to work comfortably with transactional data
• Experience with ERP or accounting systems
• Strong attention to detail and commitment to accuracy
• Ability to manage multiple priorities and meet recurring deadlines
• Strong written and verbal communication skills
• Ability to handle confidential employee and financial information appropriately

Preferred Qualifications

• Experience in a manufacturing, aerospace, technology, or other fast-paced environment
• Experience supporting payroll and accounting system implementations or process improvements
• Experience working in an environment with developing or evolving accounting processes and internal controls

Benefits

• Equity – We know that our employees are the reason we succeed. To give everyone a stake in our future, we are pleased to offer equity in the form of stock options to all regular, full-time employees.
• Comprehensive benefits program including subsidized medical, dental, and vision insurance
• Company-paid life and disability insurance
• 401(k) plan with employer match
• 4 weeks’ Paid Time Off
• Holidays – 10 days (including an end-of-year closure)
• Paid Family/Parental Leave
• On-site gym or monthly wellness stipend (depending on location)
• Dog friendly offices!

Compensation

Target Levels:

• Level 2 Range: $76,545 - $114,975

Our job posts are intentionally written to attract a wide variety of experience levels, and we make decisions about the right fit on a per-candidate basis.

Your actual level and base salary will be decided based on your specific experience and skill level.