Senior Payroll Specialist

POSITION SUMMARY

Umoja Biopharma is seeking an experienced accounting professional to run our payroll function and provide assistance to accounts payable as needed. This individual will have knowledge of multi-state payroll processing best practices and procedures, relevant payroll-related standards, regulations, and other related requirements to process payroll timely and accurately. Previous accounts payable experience is not required, but a willingness to develop new skills and a commitment to accuracy are essential. The ideal candidate will have knowledge of and ability to apply U.S. GAAP principles and adhere to SOX 404. The incumbent will demonstrate the ability to adhere to the highest ethical standards, while multi-tasking and staying organized in a fast-paced environment.

This role will be based out of our Seattle, WA location. This role is hybrid and will be onsite at least 2 days/week.

CORE ACCOUNTABILITIES

Payroll responsibilities include: 

• Payroll processing:
• Process and verify payroll cycles, including regular bi-weekly, off-cycle, and bonus payrolls for 165+ employees across multiple states.
• Manage the pay submission and approval process.
• Follow up with management on any time reporting questions or issues, ensuring timely and accurate time entry.
• Taxes and deductions: Manage the setup and reconciliation of voluntary deductions and process and transmit tax payments and filings.
• Data management: Review the accuracy and completeness of payroll related data entered by HR for new hires, terminations, pay rate changes and deductions.
• Compliance and regulations:
• Ensure compliance with all federal, state, and local laws and regulations related to payroll and tax withholding.
• Lead annual workers’ compensation audits and assist with external financial audits and 401(k) audits.
• Recording and reconciliations:
• Create and submit journal entries monthly for payroll, bonus accrual and PTO accruals.
• Reconcile payroll general ledger accounts and analyze reports for accuracy.
• System administration: Maintain and update the payroll/HRIS system, including creating and maintaining payroll codes and processing system updates.
• Reporting: Create and generate various payroll-related reports, both manually and using computer systems.
• Internal controls: Ensure adherence to internal controls, payroll policies and procedures in accordance with SOX 404.
• Employee support: Serve as an expert resource for employees and other departments on payroll procedures and related questions.
• Additional projects and tasks as assigned.

Accounts payable requirements include:

• Invoice management: Receive, review, code, and process vendor invoices, matching them to purchase orders (POs) and resolving discrepancies.
• Payment Processing: Prepare and execute payments (checks, electronic transfers), monitor payment schedules, and ensure timely disbursements to avoid late fees.
• Vendor Relations: Communicate with vendors and internal departments to resolve payment inquiries and issues, fostering strong relationships.
• Record Keeping: Maintain accurate and organized records of all AP transactions and related documents, ensuring compliance with policies.
• Reconciliation: Partner with Accounts Payable Manager in preparing monthly accruals and account reconciliations.
• Reporting: Assist with financial reporting, month-end/year-end closing processes, and audit preparation.
• Additional assignments or projects as needed.

The successful candidate will have:

• Minimum of 5 years relevant work experience in payroll 
• Minimum of 5 years of multi-state US payroll with both exempt and non-exempt employees
• Strong excel and office 365 skills, including pivot tables and V-Lookup
• Strong communication skills, experience working cross-functionally with HR and other key stakeholders
• Detail oriented with the ability to identify and solve complex issues or problems
• Ability to work independently, but also support the team as needed for other tasks outside of payroll

Preferred Qualifications:  

• Bachelor’s degree in Accounting or Finance strongly preferred
• CPA and/or CPP certification a strong plus
• HRIS implementation a plus
• UKG Ready system experience a strong plus
• Experience working in a start-up environment
• Biotech or healthcare experience

Physical Requirements:  

• Ability to sit for prolonged periods of time
• Ability to work onsite at least 2 days/week

Hourly Range: $34.13 - $42.21 (This role is Non-Exempt)