Payroll Specialist

Job description

Protect Democracy is seeking a Payroll Specialist to join our small, collaborative, committed Finance team helping scale and strengthen the financial and payroll operations of a growing nonprofit. The role centers on hands-on execution and compliance: processing accurate, on-time payroll while keeping the organization aligned with complex federal and state employment laws. This is an excellent opportunity for a finance professional with strong attention to detail, the ability to critically think while managing competing priorities, and enthusiasm for successfully driving complex processes forward. This role is remote based in the US.* The priority application deadline for this role is July 23, 2026.

Protect Democracy was formed in late 2016 with an urgent and explicit mission: to prevent our democracy from declining into a more authoritarian form of government. Our mission is non-partisan, and it is our north star. Since 2016, we have since assembled a team of 130+ experts who have served under Democrats and Republicans, and in the senior ranks of other nonprofit, political, or media organizations.

Joining our organization as the Payroll Specialist is an excellent opportunity to make a positive impact on our democracy, playing a critical role in ensuring Protect Democracy’s operational excellence, legal compliance, and financial accuracy. In this role, you’ll run day-to-day payroll operations for a multi-entity organization with employees across more than 30 states. The ideal candidate for this role is passionate about our mission, oriented towards solutions, and adaptable amidst uncertainty.

Please note that candidates who reach the final hiring stage will be required to satisfactorily complete a pre-offer background check.**

In this role, you will:

• Own semi-monthly payroll and 401K processing across two entities in conjunction with the Accounting team, inc including input validation, deduction changes, and post-run reconciliation;
• Ensure all payroll policies and practices adhere to federal and state requirements regarding employment classifications and leave;
• Coordinate and track new employer registration requirements (state withholding, UI accounts, workers' compensation);
• Execute the annual 401(k) employer match and true-up processes, ensuring accurate calculations by auditing all eligible compensation, including base pay, bonus, stipends, imputed income, and employee contribution tiers;
• Monitor, triage, and respond to state payroll tax notices across 30+ states, escalating as appropriate;
• Respond to federal and state workforce data requests, including state new hire reporting, Bureau of Labor Statistics surveys, California pay data reporting (CRD), and other periodic employer reporting obligations;
• Maintain payroll records in compliance with federal and state retention requirements and support year-end W-2 preparation and reconciliation;
• Partner with the Benefits team on payroll-benefits alignment, including open enrollment support, qualifying life event processing, carrier invoice reconciliation, and deduction accuracy.

To be successful in this role, you should have:

• 3–7 years of experience administering multi-state payroll, including experience with mixed workforce classifications (exempt and non-exempt employees, W-2 employees and converted 1099 contractors, full-time and part-time);
• Demonstrated experience with state-specific compliance requirements, including overtime rules, employer registration obligations, payroll tax notices, and California-specific obligations (daily overtime, pay data reporting) across multiple jurisdictions;
• Experience with Paychex or similar platforms and comfort learning new systems;
• Exceptional attention to detail and ability to meet non-negotiable payroll deadlines;
• Strong communication, writing, and administrative skills to effectively coordinate cross-team and with external vendors;
• The ability to foster collaborative relationships and work in a distributed team environment with people holding diverse backgrounds, experiences, and perspectives;
• Growth mindset and enthusiasm for giving and receiving feedback up, down and sideways;
• A passionate commitment to the preservation of democratic norms and institutions, and an understanding that our democracy has never fully represented communities of color.

Preferred, but not required:

• Nonprofit experience;
• Familiarity with multi-entity payroll structures including 501(c)3s and LLCs;
• Experience with payroll or HRIS system implementation or migration.

About Protect Democracy:

• Flexible location.
• We are a remote-first organization based exclusively in the United States, meaning our staff work within the US and primarily virtually. We also offer shared workspaces for those who enjoy working in an office environment. We are established for remote work in many states across the country, and while candidates based anywhere in the United States are welcome to apply, we may not be able to offer employment in your current location. If you proceed in the hiring process, we will discuss where you currently live and what is possible in our initial interview. All staff are also required to travel at least two times per year to team retreats, and this role may involve periodic travel. (Accommodations to this requirement will be made only in exceptional circumstances.)
• Commitment to an inclusive workplace. Protect Democracy is an equal opportunity employer. We believe that a broad range of backgrounds, perspectives, and lived experiences strengthens our ability to analyze problems, craft solutions, and drive meaningful change. Protect Democracy encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, or veteran status.
• Phenomenal benefits. Our benefits package includes generous sick leave and a flexible vacation policy where we encourage team members to take 4-5 weeks every year, along with 12 paid holidays, 6 weeks of paid family medical leave, and 18 weeks of paid parental leave. We also offer a 401(k) plan with up to 6% employer match that vests immediately. Additionally, we cover employee medical premiums at 100% (with up to 95% coverage for dependents depending on plan selection), and employee and dependent’s dental/vision at 100%. All employees have access to long-term disability and life insurance, fertility benefits, a home office stipend, and bonuses at the discretion of the Executive Director.
• Ample opportunities for personal & professional development. Candidates who do not meet all listed criteria should still apply, as our organizational structure focuses on mentorship, support, and long-term growth.