Payroll Manager

Scale AI, Inc.; San Francisco (CA); On-site; USD 136,000 - 170,000; Full time

Benefits offered by this job

Health insurance

Dental & vision coverage

Retirement benefits

Learning stipend

Generous PTO

Commuter stipend

Job summary

Scale AI, Inc. is seeking a seasoned payroll professional to coordinate and manage technical payroll accounting activities in California.

You will oversee data integrity, perform complex calculations, and lead internal and external partners to ensure accurate and compliant payroll operations. The role requires 3–5 years in ADP Workforce and international payroll, along with month-end accounting experience using NetSuite.

Qualifications

• 3–5 years of processing experience with ADP Workforce including hourly/salary employees.
• 3–5 years of processing experience with international payroll (PEO/EOR).
• 3–5 years of month-end accounting experience, including journal entries and financial statements using NetSuite.

Responsibilities

• Oversee accurate, timely payroll operations and compliance with laws and internal policies.
• Maintain and audit HR/payroll systems; ensure data integrity for employee records, benefits, taxes, and annuities.
• Manage month-end payroll accounting, including journal entries and financial statements; coordinate audits and reporting.
• Provide training and support to staff; respond to inquiries and prepare payroll materials.
• Monitor legislative changes affecting payroll, retirement, benefits and tax codes; implement system updates.
• Train and mentor payroll staff; run workshops to ensure understanding of processes and compliance.
• Oversee input, coding, adjustments and reconciliation of timesheets and applications.
• Interpret applicable laws and policies to ensure compliant payroll practices and regular auditing.
• Maintain confidentiality and produce payroll records and reports.

Skills

ADP Workforce Now

International payroll

Month-end accounting

Accounting policy & compliance

Data integrity & audit

Strong communication

Office-based (Mon-Thu) presence

Education

Associate's degree in accounting, business or related field

Tools

NetSuite

ADP Workforce Now

Job description

SCOPE OF POSITION

Under the direction of the Head of Payroll, coordinate and manage technical payroll accounting activities; manage the preparation, maintenance, processing, analysis and auditing of manual and automated payroll data, information, records and reports; ensure accuracy and completeness of payroll transactions; lead, train and provide work direction and guidance to internal and external partners.

KEY DUTIES AND RESPONSIBILITIES

• Payroll Processing & Compliance: Oversee and ensure accurate, timely payroll operations including gross pay calculations, deductions, retroactive adjustments, and retirement contributions; ensure compliance with applicable laws, IRS regulations, and internal policies.
• System & Data Oversight: Maintain, audit, and update HR/payroll systems; identify and resolve discrepancies in collaboration with IT and vendors; ensure data integrity for employee records, benefits, taxes, and annuities.
• Accounting & Financial Reporting: Manage month-end payroll accounting, including journal entries and financial statements in NetSuite; coordinate payroll-related audits and reporting functions for retirement funds, annuities, and benefits.
• Communication & Support: Provide technical training and support to staff; respond to employee and external agency inquiries; compose and distribute payroll-related materials, employment verifications, and audit responses.
• Research & Regulatory Updates: Monitor and analyze legislative changes affecting payroll, retirement, health benefits, and tax codes; assist with policy implementation and system updates to maintain compliance and efficiency.
• Leadership & Training: Train, mentor, and provide work direction to payroll staff; plan and conduct workshops and technical training to ensure consistent understanding of payroll processes and compliance.
• Payroll Operations & Oversight: Perform complex payroll calculations and oversee the accurate input, coding, adjustment, and reconciliation of timesheets, forms, and applications.
• Regulatory Compliance & Interpretation: Interpret and apply relevant laws, regulations, and policies; ensure accurate and compliant payroll practices through regular auditing and monitoring.
• Communication & Confidentiality: Maintain cooperative working relationships, handle sensitive information with discretion, and manage the preparation of financial and statistical payroll records and reports.

REQUIRED SKILLS

• Payroll & Accounting Expertise: Strong knowledge of payroll administration, month-end accounting processes, journal entries, and the preparation of financial statements and comprehensive reports.
• Regulatory & Benefits Knowledge: In-depth understanding of domestic and international laws, regulations, and policies related to payroll, retirement systems (e.g., 401(k), IRC 125, HSA), tax withholding, and employee benefits.
• Data Management & Compliance: Skilled in preparing, maintaining, verifying, auditing, and processing payroll records and reports, ensuring accuracy and compliance with applicable standards.
• Communication & Collaboration: Excellent oral and written communication skills with the ability to collaborate effectively and professionally with internal teams and external partners.
• Must have 3-5 years of processing experience with ADP Workforce including hourly/salary employees
• Must have 3-5 years of processing experience with International payroll - working knowledge of PEO/EOR systems
• Must have 3-5 years of Accounting Month End experience - processes/procedures along with Journal Entry preparation and utilizing NetSuite and Preparation of financial statements and comprehensive accounting reports
• Must be able to work in office Monday - Thursday of each week
• Associate's degree with course work in accounting, business or related field

Compensation packages at Scale for eligible roles include base salary, equity, and benefits. The range displayed on each job posting reflects the minimum and maximum target for new hire salaries for the position and may be inclusive of several career levels at Scale; it will be determined during the interview process based on work location and additional factors, including job-related skills, experience, qualifications, interview performance, and relevant education or training. Scale employees in eligible roles are also granted equity based compensation, subject to Board of Director approval. Your recruiter can share more about the specific salary range for your preferred location during the hiring process, and confirm whether the hired role will be eligible for equity grant. You'll also receive benefits including, but not limited to: comprehensive health, dental and vision coverage, retirement benefits, a learning and development stipend, and generous PTO. Additionally, this role may be eligible for additional benefits such as a commuter stipend.

The base salary range for this full-time position in the location of California is: $136,000 – $170,000 USD

PLEASE NOTE:

Our policy requires a 90-day waiting period before reconsidering candidates for the same role. This allows us to ensure a fair and thorough evaluation of all applicants.

About Us:

At Scale, our mission is to develop reliable AI systems for the world's most important decisions. Our products provide the high-quality data and full-stack technologies that power the world's leading models, and help enterprises and governments build, deploy, and oversee AI applications that deliver real impact. We work closely with industry leaders like Meta, Ernst & Young, Mayo Clinic, Time Inc., the Government of Qatar, and U.S. government agencies including the Army and Air Force. We are expanding our team to accelerate the development of AI applications.

We believe that everyone should be able to bring their whole selves to work, which is why we are proud to be an inclusive and equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability status, gender identity or Veteran status.

We are committed to working with and providing reasonable accommodations to applicants with physical and mental disabilities. If you need assistance and/or a reasonable accommodation in the application or recruiting process due to a disability, please contact us at [e-mail]. Please see the United States Department of Labor's Know Your Rights poster for additional information.

We comply with the United States Department of Labor's Pay Transparency provision.

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