Payroll & Accounting Specialist

Description

Job Summary

The Payroll & Accounting Specialist processes biweekly payroll and assigned accounting responsibilities for Circle the City. The payroll is processed in Paycom and includes shift differentials, premiums, multi-state taxes, reconciles benefit and retirement billings, ensures compliance with federal, state, and FQHC requirements, and posts payroll to general ledgers etc., for HRSA, and grant reporting. Supports month-end close, audits, and process improvements.

Key Responsibilities:

• Process   biweekly payroll in Paycom for all CTC personnel.
• Audit payroll accuracy (earnings, overtime, differentials, deductions, benefits, and taxes); research and resolve variances prior to finalizing payroll.
• Manage complex payroll matters including retroactive pay, leaves of absence (FMLA and non-FMLA), multi-state taxation, garnishments, taxable fringe benefits, and W-2/W-2c corrections.
• Maintain compliance with FLSA, state wage-and-hour laws, ACA, IRS guidance, and organizational policies; maintain strong approval workflows and separation of duties.
• Ensure labor distribution and timekeeping support 2 CFR 200 allowability, HRSA/UDS reporting, and grant restrictions; coordinate with HR and department managers on coding.
• Reconcile medical/dental/vision/life/AD&D/STD/LTD, HSA, COBRA, 403(b), and other voluntary benefit invoices to payroll deductions and provides timely resolution to discrepancies.
• Support integrations and data exchanges for benefits and retirement plans (eligibility/census, funding files) and test/payroll system updates.
• Post payroll journal entries to general ledger, reconcile payroll-related balance sheet accounts (wages payable, withholdings, benefits, taxes) monthly, by business day 5.
• Prepare headcount, labor distribution by site/program/grant, overtime/differentials, PTO liability, and ad hoc reports; support financial statement, Single Audit, HRSA site visit, and grantor requests.
• Maintain SOPs, drive automation (imports, allocations, templates), and participate in internal control walkthroughs and improvements.
• Provide responsive employee support on pay and deductions; educate staff on pay calendars, timekeeping, and coding expectations, including presenting material for New Employee Orientation.

Qualifications

Qualifications:

Education:

HS diploma or GED required.

Associate or bachelor’s degree in accounting or related field preferred.

Experience:

3–5 years of full-cycle payroll and staff accounting experience.

Healthcare or nonprofit; FQHC experience highly preferred.

Multi-site, multi-state required.

Skills:

• Proficiency in Paycom or similar system required.
•  Sage Intacct (strongly preferred).
• Advanced Excel (pivot tables, lookups); comfort with CSV imports and PDF reconciliation.
• Strong knowledge of FLSA and state wage/hour laws, ACA, payroll tax fundamentals, shift differential and premium pay rules, and GL payroll accounting.
• Familiarity with federal grant time and labor standards (2 CFR 200) and funder reporting requirements.
• FPC/CPP a plus.