Senior Payroll Accountant / Payroll Accountant

FLSA Status : Exempt

Salary Range: 60,000-90,000 per year

Reports To: Accounting Manager

Position Overview

The Senior Payroll Accountant serves a critical compliance and internal control function within a federally funded 501(c)(3) nonprofit organization. This role is responsible for the accurate and timely processing of bi-weekly payroll, federal and state payroll tax compliance, Non-Resident Alien (NRA) tax reporting, and payroll-related financial reporting in accordance with:

• • IRS regulations
  • Federal grant compliance standards (including Uniform Guidance 2 CFR 200, as applicable)
  • Internal control and segregation of duties best practices
  • External audit and Single Audit requirements

This position ensures payroll integrity, accurate labor cost allocation to grants and programs, and proper reconciliation between payroll systems and the general ledger.

Depending on experience, candidates may be hired at the Payroll Accountant level with a defined pathway to Senior Payroll Accountant.

Core Compliance Responsibilities

Payroll Processing & Internal Controls

• • Manage the full bi-weekly payroll cycle using Paycom.
  • Oversee timekeeping integrity, ensuring:
  • Accurate program coding for grant-funded staff.
  • Proper supervisory approvals.
  • Alignment between HR records and payroll system data.
  • Review payroll changes for compliance with approved compensation actions.
  • Perform variance analysis between pay periods to detect anomalies.
  • Maintain segregation of duties between HR, payroll processing, and GL posting functions.
  • Prepare and post payroll journal entries with accurate grant and program allocation.
  • Reconcile payroll registers to the general ledger bi-weekly.
  • Reconcile payroll liability accounts including:
  • Salaries payable
  • Accrued leave
  • Benefit accruals
  • FSA liabilities
  • Ensure accurate labor distribution reporting for grant-funded programs.

Federal & State Payroll Tax Compliance

• • Prepare and reconcile quarterly Form 941 filings.
  • Coordinate and validate year-end reporting (W-2, 1095, and related forms).
  • Monitor state tax compliance and respond to state agency inquiries.
  • Ensure timely tax deposits in accordance with IRS regulations.
  • Maintain documentation to support audit readiness.

Non-Resident Alien (NRA) Tax Compliance

• • Administer weekly withholding payments to the IRS for NRA participants.
  • Support TIN application processes in coordination with program teams.
  • Prepare and file Form 1042 by the March 15 deadline.
  • Coordinate preparation and distribution of Forms 1042-S.
  • Provide guidance to internal program teams regarding NRA tax compliance.
  • Maintain complete documentation for IRS and audit review.

Audit & Regulatory Reporting

• • Prepare payroll workpapers for:
  • Annual financial statement audits
  • Single Audit (if applicable)
  • Retirement plan audits
  • Workers’ Compensation audits
  • Respond to auditor inquiries and provide supporting documentation.
  • Maintain documentation standards consistent with federal grant compliance requirements.

Retirement Plan Administration

• • Verify and reconcile retirement plan contributions for each pay period.
  • Reconcile retirement liability accounts.
  • Validate annual census data and assist with retirement plan audit documentation.

International & Field Office Coordination

• • Collaborate with field finance teams to reconcile foreign salary expenses.
  • Ensure accurate and timely monthly reporting of salary costs.
  • Monitor exchange rate and allocation accuracy where applicable.

Required Qualifications

• • Bachelor’s degree in accounting or related field with 2–3 years of relevant experience
  • OR
  • Minimum 5 years of comprehensive payroll experience including payroll tax filings.
  • Experience in nonprofit, grant-funded, or federally funded environments strongly preferred.
  • Demonstrated experience with payroll reconciliations and audit support.
  • Strong knowledge of payroll tax regulations.
  • High attention to detail and commitment to confidentiality.
  • Ability to operate independently within a strong internal control framework.

Preferred Qualifications

• • Highly preferred: communication and interpersonal skills
  • Highly preferred: candidate with high aptitude to learn and grown
  • Experience with Paycom Payroll systems.
  • Working knowledge of Non-Resident Alien taxation (Forms 1042/1042-S).
  • Familiarity with Uniform Guidance (2 CFR 200) labor cost allocation standards.

Core Competencies

• • Internal control discipline
  • Audit readiness
  • Strong analytical capability
  • Cross-functional collaboration
  • Confidentiality and discretion

American Councils is committed to providing employment opportunities for all individuals, in accordance with current federal regulations. Our focus is on ensuring that all individuals have equal access to employment and advancement opportunities based on merit. American Councils’ commitment to employment opportunity is driven by federal requirements, including Section 503 of the Rehabilitation Act (supporting individuals with disabilities) and the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) (protecting covered veterans). We also ensure our employment practices comply with all applicable regulations, including E-Verify requirements for work eligibility. We are dedicated to fostering a workplace where all individuals have the opportunity to succeed and grow, in full compliance with federal law.

PAY TRANSPARENCY NONDISCRIMINATION PROVISION

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

This position is eligible for healthcare benefits.