Job Title: Payroll Accountant / Payroll Specialist
Job Description
The Payroll Specialist is responsible for administering and processing accurate, timely payroll while ensuring full compliance with federal, state, and local regulations. This role plays a critical part in maintaining payroll integrity, managing statutory requirements, and serving as a subject-matter expert for payroll-related inquiries. The Payroll Specialist oversees workers' compensation administration, state withholding, and unemployment registrations across multiple jurisdictions, and partners closely with Finance, Accounting, HR, and payroll vendors to support smooth payroll operations.
Responsibilities
Process multi-state payroll accurately and on schedule, ensuring timely and correct payment of salaries, hourly wages, bonuses, and other forms of compensation.
Maintain complete and up-to-date employee payroll records, including new hires, terminations, compensation changes, benefits deductions, and garnishments.
Support off-cycle payrolls and routine payroll adjustments, ensuring proper documentation and compliance with internal policies and regulations.
Reconcile payroll registers and payroll-related reports, investigating and resolving discrepancies to maintain data integrity and accurate financial reporting.
Partner with Finance and Accounting teams to support payroll accruals, reconciliations, audits, and month-end close activities.
Act as a trusted payroll advisor to employees, managers, and HR partners by addressing complex payroll, tax, and deduction inquiries and providing clear guidance.
Serve as the system owner for Rippling, ensuring data integrity while developing payroll procedures, implementing process improvements, and supporting payroll-related system projects.
Ensure compliance with federal, state, and local payroll laws and regulations, staying current on changes that impact payroll processes and policies.
Manage state withholding registrations, updates, and ongoing compliance for new and existing states, coordinating with internal stakeholders and external agencies as needed.
Administer state unemployment insurance (SUI) registrations, filings, rate notices, and audits, ensuring accurate reporting and timely responses.
Coordinate with payroll vendors and tax agencies to resolve issues, support filings, and maintain compliant and efficient payroll operations.
Own workers' compensation programs across all applicable states, including registrations, policy administration, renewals, and audits.
Ensure accurate employee classification, wage reporting, and compliance with state-specific workers' compensation requirements.
Prepare, review, and submit workers' compensation reports and audit materials in accordance with regulatory and carrier requirements.
Serve as the primary point of contact for workers' compensation carriers, brokers, and internal stakeholders, facilitating communication and issue resolution.
Essential Skills
5+ years of progressive payroll experience, including direct ownership of multi-state payroll operations.
Strong hands-on experience with payroll processing and payroll accounting, including reconciliations and journal entries.
Advanced knowledge of payroll laws, wage and hour regulations, and tax compliance at the federal, state, and local levels.
Demonstrated experience managing workers' compensation programs, including registrations, policy administration, renewals, and audits across multiple states.
Proven experience managing state withholding and unemployment registrations and ensuring ongoing compliance.
Proficiency with payroll software and systems, including experience with Rippling and workday payroll or similar platforms.
Solid understanding of payroll benefits and deductions, including benefits administration and payroll-related tax implications.
Strong Microsoft Excel skills, including use of pivot tables and advanced formulas for analysis and reconciliation.
Experience with general ledger integration and payroll-related journal entries to support month-end close.
Exceptional attention to detail and accuracy when handling payroll data and financial information.
Sound judgment and the ability to handle highly confidential information with discretion and professionalism.
Additional Skills & Qualifications
Bachelor's degree in Accounting, Finance, Human Resources, or a related field, or equivalent practical experience.
Experience supporting month-end close activities and payroll accruals in partnership with Finance and Accounting.
Background in benefits administration and understanding of how benefits impact payroll calculations and reporting.
Experience working with payroll vendors and tax agencies to support filings, resolve issues, and maintain compliance.
Strong analytical and problem-solving skills, with the ability to investigate discrepancies and implement process improvements.
Ability to serve as a subject-matter expert for payroll-related inquiries and provide clear, concise guidance to stakeholders.
Comfort working with multiple systems and tools related to payroll, accounting, and HR data.
Work Environment
This role follows a hybrid work model, with on-site presence required at least two days per week. The position involves regular collaboration with Finance, Accounting, HR, and external vendors, as well as frequent work within payroll systems such as Rippling and other payroll software. The environment emphasizes accuracy, confidentiality, and compliance, with a focus on process improvement and cross-functional partnership.
Job Type & Location
This is a Contract to Hire position based out of Redwood City, CA.
Pay and Benefits
The pay range for this position is $45.00 - $55.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a hybrid position in Redwood City,CA.
Application Deadline
This position is anticipated to close on Jul 9, 2026.
About Aston Carter
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
