Payroll Accountant
Seattle Art MuseumAbout the role
The Payroll Administrator is responsible for the accurate and timely administration of payroll, compensation, benefits-related reporting, and payroll accounting processes. This role oversees biweekly payroll processing, payroll reconciliations, payroll-related tax reporting, and retirement plan reporting, while ensuring compliance with federal, state, and local regulations.
The Payroll Administrator partners closely with People & Culture, Finance, managers, and external vendors to maintain payroll accuracy, data integrity, and strong internal controls within our HRIS/Payroll system, Paylocity. This position also supports audits, reporting, and payroll-related financial analysis, and serves as a key operational resource for payroll systems, reporting, and process improvement initiatives.
Payroll Processing & Administration
- Administer and process payroll accurately, in accordance with internal policies and regulatory requirements, and on schedule for all employees
- Review and validate payroll data including earnings, deductions, taxes, accruals, and direct deposits
- Audit payroll transactions prior to processing to ensure accuracy and compliance
- Support regular and off-cycle payroll processing
- Ensure payroll changes are entered accurately and effective dated appropriately
- Maintain payroll records and supporting documentation
- Coordinate payroll processing timelines and communicate deadlines to stakeholders
Payroll Change Management
- Review employee payroll changes for accuracy, including:
- Compensation changes
- Promotions and transfers
- Status changes (FT/PT, Exempt/Non-exempt)
- One-time payments and stipends
- Deduction updates
- Retroactive adjustments
- Validate approvals and supporting documentation prior to processing changes
- Partner with HR and Finance to ensure changes align with organizational policies and approved workflows
Time & Attendance Administration
- Support timekeeping administration within Paylocity
- Review and troubleshoot timecard discrepancies, missed punches, and payroll exceptions
- Monitor timecard approvals and follow up with managers as needed
- Ensure compliance with wage and hour requirements, including overtime and meal/rest break requirements
Leave & Benefits Coordination
- Coordinate payroll impacts related to leaves of absence, including paid and unpaid leave
- Process benefit deductions accurately and timely
- Support benefits and payroll reconciliation activities
- Coordinate final pay processing and PTO payouts for employee separations
- Reconcile monthly benefits invoices and statements
- Prepare and provide reports for pension and 403(b) plan administration
- Support annual audits for the defined benefit pension plan and 403(b) retirement plan
- Serve as a key contact for the 403(b) audit process
- Prepare required Paylocity reports and census data for retirement plan administration
- Reconcile retirement plan reports and resolve discrepancies
Compliance & Reporting
- Maintain compliance with federal, state, and local payroll laws and regulations
- Support payroll audits and provide documentation as requested
- Prepare and review payroll-related reports and reconciliations
- Support year-end payroll activities including W-2 processing
- Maintain confidentiality of payroll and employee information
- Coordinate with the Revenue Accountant to provide grant-related compensation information
- Maintain tracking for grant-funded and endowment-funded positions
- In partnership with HR, prepare monthly compensation analytics and reporting
- Calculate and reconcile quarterly
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