Associate Payroll Accountant

Overview

Associate Payroll Accountant (Remote)

The organization is seeking an Associate Payroll Accountant responsible for accurate and compliant processing, accounting, and reporting of payroll for a workforce that may include exempt and non-exempt employees. This role ensures payroll activities follow federal, state, and local regulations, Defense Contract Audit Agency (DCAA) requirements, Cost Accounting Standards (CAS), and internal policies. Support includes both direct labor and indirect labor cost allocations.

Responsibilities

Semimonthly Payroll Processing

• Assist with the semi-monthly payroll cycle from timecard collection through final payroll processing and reporting.
• Assist with processing payroll using ADP and Deltek Costpoint, ensuring accurate and timely transmission of payroll information between systems.
• Review payroll inputs for completeness and accuracy prior to each payroll run.
• Validate regular hours, overtime, PTO, holiday pay, bonuses, deductions, reimbursements, and other payroll-related transactions.
• Review payroll registers and exception reports and investigate discrepancies before payroll is finalized.
• Coordinate payroll processing deadlines with HR, Accounting, managers, and employees.
• Assist with payroll adjustments, corrections, retroactive payments, off-cycle payments, and other special payroll transactions as needed.
• Assist with reconciliation of payroll-related accounts and reports between ADP, Costpoint, the general ledger, and other applicable systems.

Timecard Review and Timekeeping

• Administer company timekeeping and timecard procedures.
• Review employee timecards for completeness, accuracy, proper approvals, and compliance with company policies.
• Ensure employees charge time to the appropriate projects, contracts, indirect activities, cost centers, and charge codes.
• Work with managers and employees to resolve missing, incorrect, or late timecards.
• Monitor timekeeping exceptions and identify recurring issues or trends.
• Ensure timely correction of timekeeping errors before payroll processing.
• Partner with Program Finance, Accounting, and Contracts as necessary to address timekeeping issues affecting government contracts.
• Maintain clear procedures for timecard corrections, approvals, and adjustments.
• Support compliance with applicable government-contracting requirements related to labor charging and timekeeping.

New Employee Setup & Onboarding

• Assist with establishing payroll records and employee information in ADP, Costpoint, and related systems.
• Ensure new employees are properly set up with the appropriate payroll, tax, organizational, cost-center, project, and timekeeping information.
• Coordinate with Human Resources to ensure employee data is complete and accurate before the employee’s first payroll.
• Support onboarding activities related to payroll, timekeeping, direct deposit, tax withholding, deductions, and payroll policies.
• Assist with maintaining and delivering timekeeping training materials and sessions for new hires, including timesheet submission requirements, labor-charging procedures, deadlines, and applicable company, DCAA, and government-contract compliance requirements.
• Provide new employees guidance regarding timekeeping requirements, payroll procedures, pay schedules, and employee self-service tools.
• Ensure employee changes (promotions, transfers, compensation changes, leave status, terminations) are accurately reflected in payroll systems.

Payroll Tax Compliance

• Ensure timely and accurate compliance with federal, state, and local payroll tax requirements.
• Review payroll tax filings, deposits, and reports for accuracy and completeness.
• Monitor changes in payroll tax laws and regulations and coordinate implementation of required changes.
• Coordinate with ADP and external tax service providers regarding payroll tax filings and compliance matters.
• Research and resolve payroll tax notices, discrepancies, and employee tax issues.
• Maintain appropriate documentation supporting payroll tax filings and payments.
• Support year-end payroll activities, including W-2s, tax reporting, reconciliations, and employee inquiries.
• Ensure appropriate tax treatment of taxable wages, fringe benefits, bonuses, reimbursements, and other compensation.

Policies and Procedures

• Assist with maintenance and periodic updates to payroll policies, procedures, and process documentation.
• Follow standardized procedures for payroll processing, timekeeping, employee setup, payroll changes, deductions, corrections, and reconciliations.
• Assist with maintaining documented payroll calendars, processing deadlines, approval requirements, and escalation procedures.

Payroll Records & Documentation

• Maintain complete, accurate, and confidential payroll and tax records in accordance with company retention requirements and applicable laws.
• Maintain records supporting payroll calculations, tax filings, employee changes, deductions, timekeeping adjustments, and payroll reconciliations.
• Ensure confidentiality and protection of employee payroll and personal information.
• Follow appropriate procedures for document retention and destruction.

Internal Controls & Audit

• Follow internal control procedures over payroll and timekeeping processes.
• Perform periodic reviews of payroll reports, payroll changes, and other control activities.
• Support internal and external audits involving payroll, timekeeping, employee records, and payroll taxes.
• Work with Internal Audit, Accounting, HR, and external auditors to address findings and implement corrective actions.
• Support compliance with applicable government-contracting requirements and company policies related to labor charging and payroll.

Requirements

• Bachelor's degree in Accounting, Finance, Human Resources, Business Administration, or related field preferred.
• 0-2 years of payroll experience, including experience supporting a multi-state payroll environment.
• Experience supporting a semi-monthly payroll process.
• Hands-on experience with ADP and Deltek Costpoint or comparable payroll/ERP systems.
• General knowledge of federal, state, and local payroll tax requirements.
• Experience with timekeeping, timecard review, payroll reconciliations, and payroll controls.
• General understanding of payroll accounting and general ledger reconciliation.
• Strong Excel and data-analysis skills.
• Excellent organizational, analytical, and problem-solving abilities.
• High level of confidentiality and integrity when handling employee compensation and personal information.

Preferred Qualifications

• Experience working for a government contractor, defense contractor, aerospace company, or other highly regulated organization.
• Experience with Deltek Costpoint Time & Expense and Payroll.
• Knowledge of government-contracting timekeeping and labor-charging requirements.
• Experience supporting DCAA, DCMA, or other government audits.
• Experience supporting internal and external audits.
• Experience supporting multi-state payroll and complex organizational structures.

Compensation & Benefits

• Competitive salary.
• 401(k) Plan.
• Flexible work schedules.
• Tuition reimbursement.
• Co-sponsored health plan.
• Paid leave.
• Comprehensive benefit package (additional benefits referenced as “much more”).

Location

Remote