Payroll Accountant

Vagaro; Pleasanton (CA); Remote; USD 69,000 - 76,000; Full time

Job summary

Vagaro is seeking a temporary Payroll Accountant to lead accurate payroll processing and benefits administration. The 3-month assignment may extend, with open remote flexibility and collaboration with Finance, HR, and Legal teams.

The role requires deep knowledge of multi-state payroll, tax regulations, and payroll reporting. You will liaise with cross-functional teams, ensure compliance, and support year-end activities.

Qualifications

• Bachelor's degree in HR, accounting, or related field.
• 5+ years in payroll/benefits or similar roles.
• Strong Excel, data analysis, and reporting capabilities.
• Experience with NetSuite and payroll software.

Responsibilities

• Process multi-state payroll accurately and on schedule.
• Maintain payroll records, timekeeping, and tax withholdings.
• Prepare payroll reports and year-end forms (W-2s).
• Reconcile payroll accounts and assist month/end closes.
• Respond to employee inquiries with confidentiality.

Skills

Excel

NetSuite

Multi-state payroll

Payroll software

Analytical skills

Confidentiality

Communication

Education

Bachelor's degree

Tools

Workday

NetSuite

Job description

Why Vagaro?

At Vagaro, we believe in fostering a collaborative and inclusive work environment where every team member can thrive. Our culture is built on innovation, continuous learning, and a passion for making a positive impact. We support our employees' growth and vision for themselves, offering opportunities for professional development and career advancement. Join us and be part of a team that values creativity, teamwork, and a commitment to excellence. Plus, we know how to have fun while getting the job done!

What you'll be doing:

The temporary Payroll Accountant will be responsible for managing the accurate and timely processing of payroll, administering payroll side of employee benefits programs, and ensuring compliance with relevant regulations. This person has in-depth experience collaborating with cross-functional teams, such as Finance, HR, and Legal, and have a strong knowledge of payroll processing, tax regulations, reporting requirements, and employee benefits program administration.

*Open to remote flexibility*

Compensation

• Base Wage: $50 - $55 / hour DOE

Temporary Employment Details

• 3-month duration with possibility for extension.

Your Impact:

Payroll Operations

• Process multi-state/multi-country payroll on a regular schedule, ensuring accuracy and timeliness of all payroll transactions.
• Maintain payroll records, including employee information, time and attendance data, and tax withholding details.
• Calculate and process adjustments (including manual checks), deductions, bonuses, and other earnings accurately based on approved documentation.
• Review payroll reports for accuracy and resolve discrepancies promptly.
• Handle payroll-related inquiries from employees while maintaining confidentiality.
• Coordinate with HR, Legal, and Finance departments to ensure proper onboarding and offboarding (final paychecks according to state labor laws) of employees in payroll and HRIS systems.
• Stay current with payroll laws, regulations, and best practices to ensure compliance.
• Reconcile payroll following every payroll processing cycle and/or end of month final check processing to all payroll accounts.
• Assist in year-end payroll processes, including generating W-2s, reconciling payroll data, and preparing necessary reports.
• Create annual employee pay increase and bonus spreadsheet as per requirements of executive leadership. Distribute timely and ensure processing of bonus, commission and increases are done timely.
• Verify on a regular basis (ie: 3 times per week) if direct deposits have been returned to ensure system is processing employee checks, and resolving within the system.
• Approve expense reimbursements on timely basis and according to company policy. Communicate any policy violations with employee’s manager and finance leadership.

Administration Benefits

• Reconcile benefits accounts and invoicing, ensuring accuracy and completeness by the 3rd week of each month.
• Reconcile 401k deferrals and employer match every payroll processing cycle, ensuring accuracy and completeness
• Ensure employee benefit funding and garnishments are completed on timely basis
• Support annual benefits open enrollment by verifying deductions are accurate and set up appropriately for proper payroll deductions.

Payroll Accounting

• Prepare and post payroll-related journal entries to the general ledger.
• Reconcile payroll accounts, including wages, taxes, benefits, and deductions, ensuring accuracy and completeness.
• Assist with month-end and year-end close processes related to payroll and benefits.
• Generate and review payroll-related financial reports for internal and external stakeholders.
• Create account reconciliation files and reconcile accounts, benefit invoices, and taxes in excel.
• Completing monthly flux analysis by the 154th business day of each month.
• Association between NetSuite accounts and payroll accounts are accurate.
• Expertise in excel for excel functions, data organization, pivot tables, VLOOKUPs/XLOOKUPs, and automation techniques.
• Strong accounting principles between GL accounts and debits and credits on accounts.
• Support audits by providing payroll and benefits documentation as needed.
• Work on Worker’s Compensation audits, ensuring all necessary documentation is provided in a timely manner and discrepancies are resolved
• Work on annual 401k audits, liaising with auditors to ensure all documentation is accurate and submitted on time

Compliance & Reporting

• Prepare and distribute required payroll reports, tax forms (e.g., W-2, 1095-C), and other related documents.
• Support annual P11D filings and ensure adherence to HMRC regulations
• Set up new states for payroll as required by business needs.
• Ensure payroll taxes are paid timely.
• Ensure compliance with federal, state, and local tax regulations.
• Maintain data security and confidentiality of employee records, adhering to privacy regulations and internal policies.

What You Bring:

• Bachelor’s degree in human resources, accounting, finance, or a related field.
• 5+ years of experience as a Payroll and Benefits Specialist or a similar role, preferably in a medium to large organization.
• Proficiency using MS Office products at an intermediate level to effectively manage, analyze, and report on a wide variety of data.
• Expertise in excel for excel functions, data organization, pivot tables, VLOOKUPs/XLOOKUPs, and automation techniques.
• Experience with NetSuite Accounting Software preferred.
• Strong general ledger experience with 2 years practical hands-on responsibility for accounting and reporting systems.
• In-depth knowledge of multi-state payroll processing and regulations, multi-state tax regulations, and reporting requirements.
• Familiarity with payroll software systems and timekeeping systems.
• Strong analytical skills and attention to detail to ensure accurate calculations and data integrity.
• Excellent understanding of employee benefits programs and administration.
• Ability to handle confidential information with integrity and maintain high standards of data privacy.
• Excellent communication and interpersonal skills to interact effectively with employees, benefits providers, and internal stakeholders.
• Strong problem-solving skills and the ability to handle and resolve payroll-related issues efficiently.
• Certified Payroll Professional (CPP) or other relevant certifications are a plus.
• Workday payroll experience is a plus
• GL accounting experience is preferred but not required

Equal Opportunity Employer:

Vagaro is proud to be an Equal Employment Opportunity and affirmative action employer. We foster an inclusive environment where individuals are evaluated without discrimination based on gender, race, ethnicity, age, disability, religion, sexual orientation, gender identity, veteran status, or any other characteristics protected by law.

Privacy Policy:

Your privacy matters! At Vagaro, we are committed to protecting your personal information. Before proceeding with your application, please review our Employee and Applicant Privacy Notice here. By submitting your application, you acknowledge that you have read and understood our Privacy Notice, which outlines how we collect, use, disclose, and protect your information during the recruitment and employment process.

Vagaro is an E-Verify employer. Learn more at www.e-verify.gov

Learn More About Vagaro:

Visit us at vagaro.com/pro and vagaro.com to learn more.