Payroll Administrator

Payroll Administrator:

Status: Full-Time

Department: Finance

Reports To: CFO

Job Status: Full Time, Exempt

Job Purpose:

The Payroll Administrator is responsible for the accurate, timely, and compliant processing of payroll and benefits for U.S. and Canada employees, maintenance of Human Resources Information System (HRIS) and records, and primary employee support for same.

This role ensures that employees are paid correctly and on time, payroll records are maintained accurately, and payroll data aligns with HR and compliance protocols. The Payroll Administrator serves as the primary point of management for the payroll functions in the HRIS and updates, and the main contact for employee payroll questions and support.

This role would be in-person in the main office in San Rafael, California, with working hours between 7 a.m. and 6 p.m. each weekday, with some flexibility for hybrid remote. Compensation is commensurate with applicant’s experience ranging from $82-$88K for full time with review after several months; incredible benefits package.

Required Qualifications:

Knowledge, Skills & Abilities

• Strong understanding of payroll calculations, deductions, and statutory requirements.
• High attention to detail and accuracy in data entry and financial processing.
• Ability to handle confidential information with discretion and professionalism.
• Strong organizational and time-management skills with the ability to meet firm deadlines.
• Clear and supportive communication skills when assisting employees.

Education

• Associate’s or bachelor’s degree in accounting, finance, business administration, or a related field is preferred.

Experience

• 1-2 years of hands-on payroll administration experience required (2-4+ years preferred).
• Experience processing payroll using HRIS/payroll systems (BambooHR platform preferred).
• Experience reconciling payroll to accounting systems (QuickBooks Desktop preferred).
• Experience supporting payroll tax filings and familiarity with U.S. payroll regulations (Canada payroll experience preferred).

Key Duties & Responsibilities:

• Process semi-monthly and off-cycle payroll using BambooHR and related payroll systems for multi-state (USA) and multi-national (Canada) employees.
• Manage timesheets, attendance records, holiday, and Paid Time Off requests.
• Calculate wages and salaries, benefits, tax and benefit deductions, bonuses, overtime and changes to same.
• Prepare and input payroll journal entries into QuickBooks for U.S. and Canada entities.
• Reconcile payroll records to quarterly and annual filings (e.g., Forms 941, W-3, and Canada equivalents).
• Support compliance with payroll-related audits, workers’ compensation audits, retirement plan reporting, and HRIS-generated tax forms (e.g., W-2s, T4s, 1095s).
• Serve as the primary contact for employee questions related to these responsibilities and resolve issues promptly and professionally.
• Collaborate closely with the Human Resources department to maintain accurate and secure storage of employee data, including new hires, terminations, pay changes, direct deposits, and status updates.
• Assist with payroll system updates, testing, and quality control during HRIS or payroll platform enhancements.