Senior Payroll Accountant

Maintain balance sheet account reconciliations for payroll-related accounts, including accrued payroll, payroll tax liabilities, PTO accruals, and garnishments. WestCoast Children’s Clinic, located in Oakland, California, is a non-profit community psychology clinic that provides mental health services to Bay Area children, youth and families.

Position Details 

Title: Senior Payroll Accountant

Classification: Regular Full-Time (1.0 FTE), Exempt 

Location: Oakland, CA 

Regular Work Schedule: Full-Time, Monday-Friday

Compensation:

• Salary range: $95,000-$105,000 per year, depending on experience. 

We are seeking a detail-oriented Senior Payroll Accountant to oversee payroll accounting operations, employee benefits reconciliation, and retirement plan compliance. In this role, you will be responsible for preparing payroll journal entries, reconciling gross-to-net payroll runs to the general ledger, and performing reconciliations for 403(b) retirement accounts and benefit plans. Additionally, you will serve as a cross-trained operational backup for primary payroll processing to ensure continuous, seamless pay cycles.

Responsibilities:

Payroll Accounting and General Ledger Review

• Prepare, review, and post bi-weekly/monthly payroll journal entries into the General Ledger (GL), including salaries, withholdings, employer taxes, and benefit accruals.
• Perform routine payroll reconciliations comparing payroll register totals, bank disbursements, and GL accounts to identify and resolve variance discrepancies.
• Audit pre- and post-payroll processing reports for accuracy, ensuring compliance with internal controls, company policies, and statutory regulations.
• Maintain balance sheet account reconciliations for payroll-related accounts, including accrued payroll, payroll tax liabilities, PTO accruals, and garnishments.
• Review the Form 941’s, W-2’s and state tax filings to guarantee accuracy.
• Work with the Payroll Processor and Accounting Manager to process amendments.

403(b) Retirement Plan Reconciliation and Administration

• Reconcile employee 403(b) elective deferrals, employer matching contributions, and active loan repayment deductions after each pay cycle.
• Compare payroll deduction files against recordkeeper funding reports to verify exact funding transmission and compliance with IRS deposit timelines.
• Resolve deduction discrepancies with HR and plan administrators regarding contribution limits, loan setup adjustments, or participant election changes.
• Assist with annual 403(b) plan audits, Form 5500 filings, and non-discrimination testing documentation.

Benefits Reconciliation

• Perform monthly balance sheet reconciliations for all health and welfare benefit accounts (medical, dental, vision, life, disability).
• Conduct monthly billing statement reconciliations by cross-referencing carrier invoices against payroll deduction reports and HR enrollment data.
• Identify and correct premium overages, retroactive adjustments, and uncollected employee contributions.

Operational Backup and Support

• Serve as the primary operational backup for full-cycle payroll execution (timecard review, rate adjustments, direct deposit setups, off-cycle disbursements).
• Support month-end, quarter-end, and year-end close processes, including year-end W-2 reconciliations.
• Partner with HR to continuously improve payroll workflows and integration between HRIS and ERP platforms.

Minimum Qualifications:

• Education: Bachelor’s degree in Accounting, Finance, or a related field.
• Experience: At least 2-4 years of general accounting experience, with at least 3 years explicitly focused on payroll journal entries, GL reconciliations, and benefit account oversight.

Key Competencies:

• Hands-on experience with major HRIS/Payroll platforms (e.g., ADP Workforce Now)
• Advanced Excel capabilities (VLOOKUP/XLOOKUP, Pivot Tables, SUMIFS)
• Strong understanding of payroll tax regulations, FLSA standards, ERISA guidelines, and 403(b)plan mechanicsExperience working within non-profit, healthcare, or higher education sectors (where 403(b) plans are standard).
• Thorough knowledge of all aspects of the accounting cycle and accounting rules (GAAP/FASB).
• Strong understanding of general ledger and payroll systems.
• Demonstrates strong analytical skills with experience in financial and variance analysis.
• Strong communication skills, both written and verbal.
• Strong organizational and stress management skills.
• Experience with G-Suite Applications.
• Ability to prioritize and work accurately with close attention to detail, strong time management skills and an ability to work within defined deadlines.
• Ability to work independently and collaboratively as part of a diverse multidisciplinary team.
• Ability to work in-person at our Oakland, CA office (relocation assistance not provided)

Why work here?

• Be part of a compassionate, driven team that is social justice-focused: We have several Staff Affinity Groups: BIPOC council, LGBTQIA+, Alianza Latine, Equity and Inclusion, and more!
• Serve vulnerable kids and their families and create positive changes in their lives
• As a Joint Commission-accredited agency, we provide the highest standard of care and offer extensive clinical training and seminars led by field experts. Training includes CSEC, Telehealth, Complex Trauma/Trauma-Informed Care, Child and Adolescent Needs and Strengths (CANS), Supervisor in training program, and much more!

Benefits:

• Employer-paid Medical Benefits for Employees 
  • 100% employer-paid dental and vision 
  • Dependent medical, dental and vision (50% employer-paid) 
• Medical and Dependent Care FSA and commuter plans
• 100% employer-paid life insurance long-term disability insurance
• Voluntary accident, term life and hospital indemnity insurance 
• 403(b) and ROTH retirement plan options, employer contribution targeted at 7.5% after first year of employment
• Annual incentive compensation (10%)
• Three weeks PTO during the first year of employment, 4+ weeks PTO with additional years of service
• 12 paid holidays plus one paid floating holiday per year
• 4 paid self-care days per year
• Wellness stipend ($100.00 per month)
• Professional development stipend
• Employee Assistance Program (EAP)