US Payroll Specialist | WFO

Cloudstaff Philippines Inc.; Makati; On-site; PHP 600,000 - 900,000; Full time

Benefits offered by this job

HMO Coverage

ALE Club membership

Annual performance review with salary+

Employee Share Units program

Cloudstaff Dream Points

Company-provided PC/Laptop & fiber

Wellness & life insurance

Career advancement opportunities

CPD pathway partnerships

Flexible leave credits

Weekly office perks (coffee/meals/beer

Job summary

Cloudstaff Philippines Inc. is seeking a US Payroll Specialist to own end-to-end payroll for a group of four Illinois home care agencies.

You will work closely with agency ownership and operations to consolidate payroll processes, ensure compliance, and verify accurate filings on a bi-weekly schedule. The role requires deep US payroll experience, QuickBooks Desktop, and familiarity with multi-entity payroll and 941 filings.

Qualifications

• Deep hands-on US payroll processing, including tax filings and compliance.
• Experience handling multi-entity payroll across FEINs or similar complexity.
• Proficient with payroll verification, reconciliation, and IRS/state agency communications.

Responsibilities

• Run full bi-weekly payroll cycle for all four agencies accurately and on schedule.
• Verify source data (WellSky hours) before processing; push payroll to QuickBooks Desktop.
• Perform post-payroll checks: confirm payments, rates, hours match billing hours.
• Manage Form 941 filings (federal and state) and Illinois unemployment filings.
• Own year-end processing and filings, including W-2s.
• Track Illinois and local paid leave requirements and company policies.
• Handle FMLA tracking and documentation.
• Administer Illinois Secure Choice retirement program reporting and contributions.
• Maintain payroll records and reconciliations; flag discrepancies.
• Serve as payroll contact for agency staff.

Skills

US payroll experience

QuickBooks Desktop

multi-entity payroll

federal/state payroll tax knowledge

verification & reconciliation

IRS/state correspondence

overlap with US Central hours

Tools

WellSky

ADP

QuickBooks Desktop

Job description

Job Description

We are hiring a US Payroll Specialist to own payroll end to end for a group of four Illinois home care agencies. This is a 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. The right candidate needs little training and can take over a live, high-volume payroll with confidence.

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, so both the payment and the filing of the 941s sit with this role; 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

Qualifications and Requirements

Requirements

• Proven, hands-on US payroll experience covering processing, tax filings, and compliance (no minimum years, but the experience must be deep enough to run this payroll with minimal training)
• QuickBooks Desktop proficiency (required)
• Experience with multi-entity payroll (multiple FEINs) or comparable complexity
• Working knowledge of federal and state payroll tax requirements, including quarterly 941 filings and year-end reporting
• Strong verification and reconciliation skills, with a detail-first approach to rates, hours, and totals
• Ability to handle IRS and state agency correspondence professionally
• Availability for at least a half-day overlap with US Central business hours

Preferred

• Home care or healthcare industry payroll experience
• Illinois payroll experience (state unemployment, IL Secure Choice, Chicago/Cook County paid leave ordinances)
• ADP payroll platform experience
• Experience with WellSky or similar home care scheduling/billing systems

Perks and Benefits

HMO Coverage
ALE Club : Accountants Leading Evolution, be part of a community of accountants within Cloudstaff that serves as a platform to connect with their colleagues
Annual Performance Review with Salary Increase
Become part of the Employee Share Units program
Cloudstaff Dream Points - To be used for bidding useful items like appliances, kitchenettes etc.
Comprehensive health and life insurance on your 16th day of employment, covering 1 free dependent on the 16th day of employment
Endless opportunities for career advancement
Exclusive partnership with the IPA to offer a professional CPD pathway
Exclusive partnerships that offer Cloudstaff accountants additional training sessions
Flexible leave credits which may be used for vacation, emergency, and sick leaves
In-house psychiatrist available to support employees' well-being
International career growth and connections
Look forward to weekly office perks for work from office staff - Free Coffee, Meals, and Beer Fridays!
Mental Wellness Employee Assistance program through Lifeworks
Participate and join our CS Social Clubs and Special Interest Groups to connect with colleagues
Quarterly perks boxes for WFH staff, offering groceries and snacks to keep you fueled
Superb and exciting Mid-Year Parties - with items to give away and cash prizes!
Top notch workplace with first class VIP lounge and game rooms
Unlimited cash incentives for hired referrals
We set you up for success with a company-provided PC/Laptop and fiber internet connection