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
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Act as the primary point of contact between clients and payroll providers
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Ensure payroll data is submitted accurately and on time for each payroll cycle
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Review payroll reports for completeness and accuracy before final submission
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Troubleshoot payroll issues and coordinate resolutions with clients and payroll companies
Client Communication
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Maintain ongoing communication with clients regarding payroll deadlines, changes, and compliance requirements
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Provide guidance to clients on payroll-related matters and required documentation
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Follow up with clients to ensure timely submission of payroll data
Multi-State Payroll Tax & Account Setup
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Register and maintain employer accounts across multiple jurisdictions, including:
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State withholding accounts
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State unemployment (SUTA) accounts
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Local tax accounts (where applicable)
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State-specific programs (e.g., paid family leave, disability, FMLA programs)
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Workers’ compensation accounts (as required by state)
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Monitor account status and ensure ongoing compliance with filing requirements
Compliance & Reporting
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Prepare and submit workers’ compensation audit reports
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Complete and submit Verification of Employment (VOE) requests
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Manage wage garnishments, levies, and child support orders
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Ensure proper setup and compliance for payroll deductions and withholdings
1099 & Year-End Processing
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Process 1099 payments and maintain accurate contractor records
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Review client accounts to identify missing or incomplete W-9 forms
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Assist in year-end compliance, including 1099 preparation and filing support
Additional Duties
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Maintain organized payroll records and documentation
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Stay current on payroll laws and regulatory changes across multiple states
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Assist with special payroll projects and client requests as needed
Qualifications
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2+ years of payroll experience, preferably in a CPA firm or multi-client environment
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Experience with multi-state payroll and tax registrations
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Familiarity with third-party payroll platforms (e.g., ADP, Paychex, Gusto, etc.)
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Strong understanding of payroll compliance, tax filings, and reporting requirements
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Excellent communication and client service skills
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High attention to detail and strong organizational skills
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Ability to manage multiple clients and deadlines simultaneously
Preferred Qualifications
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Certified Payroll Professional (CPP) designation
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Experience handling multi-state compliance and registrations
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Prior experience working in a public accounting or outsourced services environment
Key Attributes for Success
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Proactive and deadline-driven
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Strong problem-solving skills
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Ability to communicate clearly with both clients and vendors
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Highly organized with the ability to manage competing priorities
Compensation & Benefits
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Base Salary (commensurate with experience and credentials)
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Generous PTO
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Health, dental, and vision coverage
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401(k) with matching + certification reimbursement
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