Payroll Accountant

About 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. ABOUT SAM As SAM heads into its second century, we are boldly reimagining what we can and should be. Our goal is to be a model for the future of museums - a bold, dynamic hub of creativity, belonging, and cultural leadership, shaping the future of art and community. Embracing new ways of engaging communities and seeking innovative partnerships - all while keeping art and community at the center of what we do. This ambitious effort represents a transformative shift and radically redefining how art museums operate. This is a pivotal moment for SAM, and we are seeking great talent to join us on our journey. Working at SAM is not just a job-it's a chance to be part of a vibrant, creative community.

Responsibilities

• 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 changesPromotions and transfersStatus changes (FT/PT, Exempt/Non-exempt) One-time payments and stipendsDeduction updatesRetroactive 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 City of Seattle Payroll Tax obligations
• Review quarterly Form 941 filings prepared by Paylocity and reconcile discrepancies
• Review annual W-2 reporting and reconcile discrepancies
• Partner with the Controller to analyze monthly and year-to-date variances between compensation budget and actuals
• Employee Support
• Respond to employee payroll inquiries in a timely and professional manner
• Provide guidance to managers and employees regarding payroll processes and deadlines
• Support employees understanding of pay statements, deductions, and payroll timing
• Systems & Process Improvement
• Maintain payroll data integrity within Paylocity
• Identify opportunities to improve payroll workflows, controls, and efficiencies
• Support payroll-related testing and system upda

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