Senior Payroll Administrator

DeWinter Group; Palo Alto (CA); Hybrid; USD 110,000 - 130,000; Full time

Job summary

Confidential Medical Device / Healthcare Technology Company is seeking a Senior Payroll Administrator to own end-to-end U.S. payroll for about 265+ employees across 30+ states.

The role offers hybrid work with remote options on Pacific Time and reports to the Assistant Controller. The ideal candidate has 7–8+ years of multi-state payroll processing experience, strong ADP Workforce Now expertise, and a CPP or similar certification is preferred.

Qualifications

• 7–8+ years of progressive multi-state payroll processing experience in fast-paced environments.
• Experience with ADP Workforce Now system setup, troubleshooting and configuration.
• Strong understanding of payroll regulations, overtime, and multi-state tax compliance.

Responsibilities

• Own end-to-end payroll operations for bi-weekly and monthly runs for 265+ U.S. employees across 30+ states.
• Ensure multi-state tax compliance, garnishments, and regulatory updates; collaborate with external providers.
• Prepare payroll-related journal entries and assist with GL reconciliations and close cycles.

Skills

Payroll processing

Multi-state payroll

ADP Workforce Now

Education

Bachelor's degree in Accounting/Business/HR

Tools

ADP Workforce Now

Job description

Senior Payroll Administrator (Hybrid / Remote Option on Pacific Time)

Location

Palo Alto, CA (Hybrid - ~2-3 days/week) or Remote (Pacific Time)

Company

Confidential Medical Device / Healthcare Technology Company

Department

Finance & Accounting

Employment Type

Full-Time

About The Opportunity

We are partnering with a high-growth, globally backed medical device company headquartered in Palo Alto to find a Senior Payroll Administrator. Reporting directly to the Assistant Controller, this role sits squarely within the Finance and Accounting organization and owns end-to-end U.S. payroll operations for a dynamic, scaling employee base. This is not just a transactional processing role; it is a critical opportunity for a process-builder to partner with cross-functional teams, drive operational cleanup, implement system best practices, and contribute to an ongoing payroll and compliance modernization journey.

Key Responsibilities

• End-to-End Payroll Operations: Own and execute bi-weekly, monthly, and special payroll runs for approximately 265+ U.S. employees (including hourly, salaried, and international expatriate populations) across 30+ states.
• Compliance & Tax Governance: Ensure flawless multi-state tax compliance, manage garnishments, oversee supplemental tax rates, track regulatory updates (including Secure 2.0), and collaborate with external providers to resolve tax notices and multi-jurisdictional registrations.
• Accounting & General Ledger Integration: Partner closely with accounting to prepare payroll-related journal entries, manage balance sheet account reconciliations, support monthly/quarterly/yearly close cycles, and ensure clean GL mapping within ADP and ERP systems.
• Audit & Benefit Administration: Lead payroll-related preparation and support for annual audits, including Workers' Compensation, 401(k) plans, and financial audits. Ensure accurate benefit premium calculations and FSA/401(k) funding.
• Process Improvement & Documentation: Act as a change agent by building out robust standard operating procedures (SOPs), cleaning up historical data, automating manual workflows, and optimizing ADP Workforce Now configurations.
• Internal Customer Support: Serve as a trusted, communicative resource for employees across the organization, providing clear guidance on payroll timelines, earnings, and policies while maintaining strict discretion over confidential data.

What We're Looking For

• Experience: Minimum 7-8+ years of progressive, multi-state payroll processing experience in fast-paced environments (diversity of company types and hands-on operational exposure preferred).
• Technical Mastery: Advanced, hands-on proficiency with ADP Workforce Now (system setup, troubleshooting, and configuration - not just data entry).
• Compliance Expertise: Deep understanding of multi-state payroll regulations, overtime, meal penalties, regular rate of pay, supplemental tax rates, and tax compliance.
• Accounting Acumen: Solid foundational accounting skills with a strong understanding of debits, credits, journal entries, and general ledger reconciliation workflows.
• The Builder Mindset: A proactive, assertive, and tactful professional who thrives on process improvement, documentation, system cleanup, and cross-functional collaboration.
• Credentials: Bachelor's degree in Accounting, Business, or HR, a Certified Payroll Professional (CPP) designation, or ADP Workforce Now certifications are highly preferred.
• Location Flexibility: Candidates within 60 miles of Palo Alto are expected to work a hybrid schedule (~2-3 days/week onsite). Strong remote candidates based on Pacific Time outside of the Bay Area will also be considered.

What's in It for You?

• Competitive Compensation: Base salary range of $110,000 - $130,000+ (depending on experience and location) plus strong comprehensive benefits.
• Visibility & Impact: A high-visibility role within a stable, globally backed organization experiencing major commercial growth and roadmap milestones.
• Professional Growth: Opportunity to expand scope (including potential oversight of T&E functions) and be a foundational pillar in modernizing the company's financial infrastructure.

DeWinter Group and Maris Consulting is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. We post pay scales which are based on our client pay ranges. DeWinter, Maris, and our clients have the right to modify the requirements of the role which can impact the pay ranges posted.