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
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