Senior Payroll Accountant

Job Description

Job Description

WestCoast Children's Clinic, located in Oakland, California, is a non-profit community psychology clinic that provides mental health services to Bay Area children, youth and families. Working at WestCoast Children's Clinic means being part of an organization that is client-centered, trauma-informed, collaborative, and committed to justice and equity. 

Position Details 

Title : Senior Payroll Accountant

Classification : Regular Full-Time (1.0 FTE), Exempt 

Location : Oakland, CA 

Regular Work Schedule : Full-Time, Monday-Friday

Compensation:

• Salary range: $95,000-$105,000 per year, depending on experience. 

We are seeking a detail-oriented Senior Payroll Accountant to oversee payroll accounting operations, employee benefits reconciliation, and retirement plan compliance. In this role, you will be responsible for preparing payroll journal entries, reconciling gross-to-net payroll runs to the general ledger, and performing reconciliations for 403(b) retirement accounts and benefit plans. Additionally, you will serve as a cross-trained operational backup for primary payroll processing to ensure continuous, seamless pay cycles.

Responsibilities:

Payroll Accounting and General Ledger Review

• Prepare, review, and post bi-weekly/monthly payroll journal entries into the General Ledger (GL), including salaries, withholdings, employer taxes, and benefit accruals.
• Perform routine payroll reconciliations comparing payroll register totals, bank disbursements, and GL accounts to identify and resolve variance discrepancies.
• Audit pre- and post-payroll processing reports for accuracy, ensuring compliance with internal controls, company policies, and statutory regulations.
• Maintain balance sheet account reconciliations for payroll-related accounts, including accrued payroll, payroll tax liabilities, PTO accruals, and garnishments.
• Review the Form 941's, W-2's and state tax filings to guarantee accuracy.
• Work with the Payroll Processor and Accounting Manager to process amendments.

403(b) Retirement Plan Reconciliation and Administration

• Reconcile employee 403(b) elective deferrals, employer matching contributions, and active loan repayment deductions after each pay cycle.
• Compare payroll deduction files against recordkeeper funding reports to verify exact funding transmission and compliance with IRS deposit timelines.
• Resolve deduction discrepancies with HR and plan administrators regarding contribution limits, loan setup adjustments, or participant election changes.
• Assist with annual 403(b) plan audits, Form 5500 filings, and non-discrimination testing documentation.

Benefits Reconciliation

• Perform monthly balance sheet reconciliations for all health and welfare benefit accounts (medical, dental, vision, life, disability).
• Conduct monthly billing statement reconciliations by cross-referencing carrier invoices against payroll deduction reports and HR enrollment data.
• Identify and correct premium overages, retroactive adjustments, and uncollected employee contributions.

Operational Backup and Support

• Serve as the primary operational backup for full-cycle payroll execution (timecard review, rate adjustments, direct deposit setups, off-cycle disbursements).
• Support month-end, quarter-end, and year-end close processes, including year-end W-2 reconciliations.
• Partner with HR to continuously improve payroll workflows and integration between HRIS and ERP platforms.

Minimum Qualifications:

• Education: Bachelor's degree in Accounting, Finance, or a related field.
• Experience: At least 2-4 years of general accounting experience, with at least 3 years explicitly focused on payroll journal entries, GL reconciliations, and benefit account oversight.

Key Competencies:

• Hands-on experience with major HRIS/Payroll platforms (e.g., ADP Workforce Now)
• Advanced Excel capabilities (VLOOKUP/XLOOKUP, Pivot Tables, SUMIFS)
• Strong understanding of payroll tax regulations, FLSA standards, ERISA guidelines, and 403(b)plan mechanicsExperience working within non-profit, healthcare, or higher education sectors (where 403(b) plans are standard).
• Thorough knowledge of all aspects of the accounting cycle and accounting rules (GAAP/FASB).
• Strong understanding of general ledger and payroll systems.
• Demonstrates strong analytical skills with experience in financial and variance analysis.
• Strong communication skills, both written and verbal.
• Strong organizational and stress management skills.
• Experience with G-Suite Applications.
• Ability to prioritize and work accurately with close attention to detail, strong time management skills and an ability to work within defined deadlines.
• Ability to work independently and collaboratively as part of a diverse multidisciplinary team.
• Ability to work in-person at our Oakland, CA office (relocation assistance not provided)

Why work here?

• Be part of a compassionate, driven team that is social justice-focused: We have several Staff Affinity Groups: BIPOC council, LGBTQIA+, Alianza Latine, Equity and Inclusion, and more!
• Serve vulnerable kids and their families and create positive changes in their lives
• As a Joint Commission-accredited agency, we provide the highest standard of care and offer extensive clinical training and seminars led by field experts. Training includes CSEC, Telehealth, Complex Trauma/Trauma-Informed Care, Child and Adolescent Needs and Strengths (CANS), Supervisor in training program, and much more!

Benefits:

• Employer-paid Medical Benefits for Employees
  • 100% employer-paid dental and vision 
  • Dependent medical, dental and vision (50% employer-paid) 
• Medical and Dependent Care FSA and commuter plans
• 100% employer-paid life insurance long-term disability insurance
• Voluntary accident, term life and hospital indemnity insurance 
• 403(b) and ROTH retirement plan options, employer contribution targeted at 7.5% after first year of employment
• Annual incentive compensation (10%)
• Three weeks PTO during the first year of employment, 4+ weeks PTO with additional years of service
• 12 paid holidays plus one paid floating holiday per year
• 4 paid self-care days per year
• Wellness stipend ($100.00 per month)
• Professional development stipend
• Employee Assistance Program (EAP)

Join us and make a difference in the lives of vulnerable children and families in the Bay Area.  

WCC is passionate about leading and encouraging open conversations around race, gender, power, and privilege and how these impact community mental health. We are an equal opportunity employer. We are committed to diminishing the influence of privilege and discrimination in our field and our workplace, whether due to differences concerning age, citizenship, color, disability, marital or parental status, race, religion, gender, or sexual orientation.