Payroll Specialist - US

CloudCFO; Mandaluyong; On-site; PHP 3,822,000 - 5,096,000; Full time

Job summary

CloudCFO Inc. is hiring a US Payroll Specialist to own payroll end to end for four Illinois home care agencies. This role consolidates payroll processing, filings, and compliance under one owner, collaborating with agency ownership and operations teams.

Responsibilities include running bi-weekly payroll for all agencies, verifying source data, and filing 941s. You will oversee year-end processing, W-2s, and IL payroll requirements while maintaining clean records across entities.

Qualifications

• Hands-on US payroll experience with end-to-end processing and tax filings.
• Familiarity with quarterly 941s and year-end reporting (W-2, W-3).
• Experience with QuickBooks or equivalent US payroll/accounting software.

Responsibilities

• Run full bi-weekly payroll for four Illinois agencies accurately and on schedule.
• Verify source data before processing and push payroll to QuickBooks Desktop.
• Perform post-payroll checks and ensure hours match billing.
• Own Form 941s and IL unemployment filings; manage year-end processing and W-2s.
• Track PTO and local Illinois leave requirements; administer FMLA tracking.
• Handle payroll correspondence with IRS/state agencies and prepare responses.
• Maintain payroll records across four entities and flag discrepancies.
• Serve as payroll point of contact for agency staff; process payroll for multiple FEINs.
• Reconcile payroll registers against tax filings and GL.

Skills

US payroll

QuickBooks Desktop

Payroll tax filings

Attention to detail

Multi-entity payroll

Tools

QuickBooks Desktop

Payroll software

Job description

CloudCFO is hiring a US Payroll Specialist to own payroll end to end for a group of four Illinois home care agencies (Angels Homecare Services, Royal Home Healthcare, Kyle's Care, and Haven). This is a CloudCFO position that works day to day with the agencies' ownership and operations team.

Payroll is currently fragmented across several people. This hire consolidates it under one accountable owner: processing, filings, compliance, and verification.

WHY CLOUDCFO

CloudCFO has been helping businesses run their finances since 2016. Today we support 400+ clients Globally, and our Payroll team is a core part of how we do that.

In this role, you won't be one of many hands on a payroll. You'll be the owner. Four US agencies and around 400 caregivers will count on you to get it right every cycle.

SCOPE

• Bi-weekly pay cycles for every agency
• W-2 employee payroll (contractor/1099 processing may remain with existing staff)

RESPONSIBILITIES

• Run the full bi-weekly payroll cycle for all four agencies accurately and on schedule
• Verify payroll source data (WellSky hours) before processing, and push finalized payroll to QuickBooks Desktop
• Perform post-payroll checks every cycle: confirm all payments went out correctly, pay rates are accurate for each employee, and payroll hours match billing hours
• Own the 941 process end to end: prepare and file the federal and state Form 941s and manage the corresponding tax payments; also handle Illinois unemployment filings Own year-end processing and filings, including W-2s
• Track and administer PTO, including Illinois and local (Chicago/Cook County) paid leave requirements and company policies
• Administer FMLA tracking and documentation
• Handle IRS and state payroll correspondence and notices, including drafting responses (with written authorization where required)
• Administer Illinois Secure Choice retirement program reporting and contributions
• Maintain clean payroll records and reconciliations across all four entities, and flag discrepancies to ownership promptly
• Serve as the point of contact for payroll questions from agency staff
• Process payroll for multiple related entities, each with its own FEIN
• Prepare and respond to IRS and state agency payroll correspondence
• Reconcile payroll registers against tax filings and general ledger

REQUIREMENTS

• Hands-on US payroll experience, including payroll processing and federal/state payroll tax filings
• Working knowledge of quarterly 941 filings and year-end payroll reporting (W-2, W-3)
• Experience with QuickBooks or other US payroll/accounting software
• Strong attention to detail in verifying rates, hours, and payroll totals
• Availability for at least a half-day overlap with US Central business hours

PREFERRED

• Multi-entity payroll experience (multiple FEINs)
• Home care or healthcare industry payroll experience
• Illinois payroll experience (state unemployment, IL Secure Choice, Chicago/Cook County paid leave ordinances)