Human Resource and Payroll Accountant

Polaris Wireless; Santa Clara (CA); On-site; USD 90,000 - 120,000; Full time

Job summary

Polaris Wireless in Santa Clara, CA is seeking an experienced HR/Payroll Accountant to own payroll and HR operations for US and international subsidiaries. You will manage semi-monthly and monthly payroll entries, ensure compliance with labor laws, and collaborate with external auditors on workers' compensation audits.

The role emphasizes accuracy, data integrity, and timely reporting, including W-2 processing, tax filings, benefits administration, and visa coordination.

Qualifications

• Minimum 3 years of payroll processing experience, ADP experience strongly preferred.
• Strong understanding of payroll taxes, labor law compliance, and W-2 processing.
• Excellent verbal and written communication skills and data accuracy.

Responsibilities

• Process semi-monthly payroll via ADP for US employees and monthly payroll for overseas entities.
• Manage benefits, 401(k) deductions, and FSA administration.
• Prepare census reports, year-end tax filings, and W-2 processing.
• Liaise with auditors for workers' compensation audits and tax reconciliations.
• Maintain employee files and support onboarding/offboarding processes.

Skills

Payroll processing

ADP experience

Labor law compliance

Communication skills

Microsoft Office

Education

GAAP accounting

Tools

ADP portal

Job description

Polaris Wireless is seeking an experienced HR/Payroll Accountant to manage our comprehensive payroll and human resources functions. The ideal candidate will bring expertise in multi-state payroll processing, strong knowledge of labor law compliance, and a thorough understanding of payroll taxes, FMLI, FSA programs, unemployment insurance, and workers' compensation requirements.

This role offers an excellent opportunity for a detail-oriented professional who is passionate about taking ownership and growing with our organization. You will work closely with external auditors on annual workers' compensation audits and provide reconciliation schedules for state and federal tax and wage reporting.

Key Responsibilities

Payroll Management

• Process semi-monthly payroll through the ADP portal for all U.S. employees
• Manage monthly payroll for U.S. and international subsidiaries
• Maintain accurate payroll records and employee data in ADP
• Administer employee benefits including 401(k), medical, dental, vision, and FSA deductions
• Process new benefit enrollments and changes
• Ensure timely processing of 401(k) contributions, loans, and rollovers to trust accounts
• Calculate and track vacation accruals and end-of-service balances
• Reconcile payroll expenses, taxes, and deduction accounts
• Generate monthly headcount reports
• Prepare payroll/HR data for census reports and year-end audits
• Ensure timely and accurate W-2 processing and quarterly tax filings for all entities and jurisdictions

Human Resources

• Maintain organized employee files (active and terminated) for U.S. and international employees
• Respond to inquiries from IRS, EDD, SSA, and other government agencies
• Manage employee stock option files, including option plans and exercise packages
• Review incoming resumes and prepare new hire documentation packages
• Coordinate new hire onboarding orientations and employee offboarding/exit interviews
• Update and maintain the company policy manual, processes, and procedures
• Keep the company organization chart and intranet information current
• Partner with recruiting agencies and coordinate university recruiting initiatives
• Process and validate monthly payments to medical insurance providers
• Liaise with 401(k) administrator/trust account on loan and rollover record-keeping
• Coordinate with legal agencies on H-1B visa and green card applications
• Manage annual medical insurance renewal process with insurance broker

Qualifications

Required:

• Minimum 3 years of experience as a payroll processor (ADP experience strongly preferred)
• Strong understanding of payroll tax regulations and labor law compliance
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint)

Preferred:

• Background in GAAP accounting
• Experience with H-1B and green card work visa applications