The Payroll Accountant is responsible for the accurate and timely processing of the YMCA's bi-weekly payroll across multiple branch locations and program sites. This position ensures compliance with all federal, state, and local payroll regulations, including California wage and hour laws, while maintaining strong internal payroll controls and procedures.
The Payroll Accountant serves as the primary payroll operations specialist and works closely with Human Resources, Finance staff, and branch leadership to ensure payroll accuracy, system integrity, and excellent employee service. This position also supports payroll-related accounting functions, financial reporting, and audit preparation. The role is full-cycle payroll.
Reporting directly to the Controller, the Payroll Accountant plays a key role in supporting efficient payroll operations for a large nonprofit organization.
SALARY RANGE: $40.00 - $45.00/hour
ESSENTIAL FUNCTIONS:Payroll Administration- Process and review bi-weekly payroll for all Association employees across multiple branch locations using the YMCA's payroll system (e.g., ADP or equivalent).
- Ensure payroll accuracy including wages, overtime, benefits deductions, garnishments, taxes, and other payroll adjustments.
- Maintain compliance with federal, state, and local regulations including California labor laws, wage and hour requirements, and payroll tax regulations.
- Coordinate payroll data with Human Resources including new hires, terminations, pay changes, benefits deductions, and leave tracking.
- Maintain payroll records and documentation in accordance with organizational policies and audit standards.
- Respond to employee and management payroll inquiries in a timely and professional manner.
- Assist with year-end payroll activities including W-2 preparation, payroll reconciliations, and tax reporting.
Payroll Accounting & Reconciliation- Prepare payroll-related journal entries and account reconciliations as part of the monthly financial close.
- Reconcile payroll registers to the general ledger and investigate variances.
- Reconcile payroll tax accounts, benefit liabilities, and accrued payroll balances.
- Maintain payroll schedules and support documentation for financial reporting and audit requirements.
- Financial Operations Support
- Assist with monthly and year-end close processes, including preparation of account reconciliations and supporting schedules.
- Provide financial reports and payroll cost analysis to the Controller and department leadership.
- Support internal controls and ensure compliance with financial policies and procedures.
- Assist with maintaining accounting systems and process improvements.
Audit, Tax, and Regulatory Support- Assist the Controller and external auditors with annual financial statement audits and compliance reviews.
- Provide payroll documentation and reconciliation schedules for audit and tax reporting.
- Support preparation of information required for the YMCA's Form 990 and other regulatory filings.
Continuous Improvement- Identify opportunities to improve payroll efficiency, reporting, and internal controls.
- Assist with implementation and enhancement of financial and payroll systems.
- Maintain up-to-date knowledge of payroll regulations and nonprofit accounting practices.
Experience- Minimum 3--5 years of payroll and accounting experience, preferably in a nonprofit or multi-location organization.
- Experience processing payroll for 1000+ employees preferred.
- Experience with ADP or similar payroll systems strongly preferred.
- Knowledge and Skills
- Strong knowledge of California payroll laws, wage and hour regulations, and payroll tax compliance.
- Understanding of general ledger accounting and payroll reconciliations.
- Advanced proficiency in Microsoft Excel, including formulas, pivot tables, and financial data analysis.
- Strong attention to detail and ability to handle confidential payroll information.
- Ability to prioritize tasks, meet deadlines, and manage multiple responsibilities in a fast-paced environment.
- Excellent interpersonal and communication skills with the ability to work effectively across departments.
YMCA COMPETENCIES (Team Leader):Change Leadership -- Supports and implements organizational improvements that strengthen operations and community impact.
Engaging Community -- Demonstrates commitment to the YMCA mission and community impact.
Collaboration -- Builds productive working relationships across branches and departments.
Communication & Influence -- Communicates effectively and provides responsive service to staff and leadership.
Inclusion -- Demonstrates respect and appreciation for diverse perspectives and backgrounds.
Critical Thinking & Decision Making -- Uses financial data and sound judgment to support decision-making.
Fiscal Management -- Supports responsible stewardship of YMCA financial resources.
Functional Expertise -- Maintains strong payroll and accounting technical expertise.
Developing Self & Others -- Pursues professional development and contributes to a learning culture.
Emotional Maturity -- Demonstrates professionalism, accountability, and sound judgment.
