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Payroll Specialist

Chaliff & Associates Certified Public Accountants

Job Description

Job Description

Payroll Specialist – Full-Time (Not Remote)

Position Overview

Chaliff + Associates is seeking a detail-oriented and proactive Payroll Specialist to support our CPA firm’s client base. This role serves as the primary liaison between our clients and third-party payroll providers, ensuring payroll is processed accurately, timely, and in full compliance with federal, state, and local regulations.

The ideal candidate is highly organized, responsive, and experienced in multi-state payroll coordination, with strong communication skills and a client-service mindset.

Key Responsibilities

Client Payroll Coordination

  • Act as the primary point of contact between clients and payroll providers
  • Ensure payroll data is submitted accurately and on time for each payroll cycle
  • Review payroll reports for completeness and accuracy before final submission
  • Troubleshoot payroll issues and coordinate resolutions with clients and payroll companies

Client Communication

  • Maintain ongoing communication with clients regarding payroll deadlines, changes, and compliance requirements
  • Provide guidance to clients on payroll-related matters and required documentation
  • Follow up with clients to ensure timely submission of payroll data

Multi-State Payroll Tax & Account Setup

  • Register and maintain employer accounts across multiple jurisdictions, including:
    • State withholding accounts
    • State unemployment (SUTA) accounts
    • Local tax accounts (where applicable)
    • State-specific programs (e.g., paid family leave, disability, FMLA programs)
    • Workers’ compensation accounts (as required by state)
  • Monitor account status and ensure ongoing compliance with filing requirements

Compliance & Reporting

  • Prepare and submit workers’ compensation audit reports
  • Complete and submit Verification of Employment (VOE) requests
  • Manage wage garnishments, levies, and child support orders
  • Ensure proper setup and compliance for payroll deductions and withholdings

1099 & Year-End Processing

  • Process 1099 payments and maintain accurate contractor records
  • Review client accounts to identify missing or incomplete W-9 forms
  • Assist in year-end compliance, including 1099 preparation and filing support

Additional Duties

  • Maintain organized payroll records and documentation
  • Stay current on payroll laws and regulatory changes across multiple states
  • Assist with special payroll projects and client requests as needed

Qualifications

  • 2+ years of payroll experience, preferably in a CPA firm or multi-client environment
  • Experience with multi-state payroll and tax registrations
  • Familiarity with third-party payroll platforms (e.g., ADP, Paychex, Gusto, etc.)
  • Strong understanding of payroll compliance, tax filings, and reporting requirements
  • Excellent communication and client service skills
  • High attention to detail and strong organizational skills
  • Ability to manage multiple clients and deadlines simultaneously

Preferred Qualifications

  • Certified Payroll Professional (CPP) designation
  • Experience handling multi-state compliance and registrations
  • Prior experience working in a public accounting or outsourced services environment

Key Attributes for Success

  • Proactive and deadline-driven
  • Strong problem-solving skills
  • Ability to communicate clearly with both clients and vendors
  • Highly organized with the ability to manage competing priorities

Compensation & Benefits

  • Base Salary (commensurate with experience and credentials)
  • Generous PTO
  • Health, dental, and vision coverage
  • 401(k) with matching + certification reimbursement

#hc245666

Vacancy posted 20 days ago
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