Staff Accountant

Staff Accountant

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Job description posted 12/11/2025. FLSA status:
Exempt. Reports to Accounting Manager.

Location:

Hybrid.

We support a dynamic organization of approximately 300 employees across seven U.S. states. The Senior Payroll Specialist plays a key role in ensuring accurate and timely payroll processing while maintaining strict compliance with federal and state wage, hour, and payroll tax regulations. The role collaborates closely with People Operations, Finance & Accounting, and Operations teams to uphold payroll integrity, manage reporting, and support internal and external audits.

Ideal candidate brings 4+ years of multi‑state payroll experience and a strong command of payroll systems.

• Process bi‑weekly payroll cycles for ~300 employees across multiple states using Cohere’s HRIS system (e.g., ADP, Paycom, Paylocity, etc.).
• Ensure payroll accuracy by auditing hours, earnings, deductions, and tax with holdings.
• Maintain compliance with all federal, state, and local payroll, wage, and hour laws.
• Manage employee changes (hires, terminations, compensation changes, etc.) in Cohere’s HRIS system ensuring accuracy.
• Respond to employee payroll inquiries and resolve discrepancies promptly.
• Manage non‑exempt timekeeping, including training and support for employees and managers, corrections and adjustments, and auditing.
• Audit weekly employee benefit discrepancy reports and make necessary adjustments, ensuring accuracy in the weekly EDI HRIS file feed.
• Manage workers compensation quarterly reporting and annual audit.
• Monitor and respond to unemployment claims activity and requests for verification.
• Respond to and fulfill individual state earnings reporting requirements.
• Manage and oversee 401(k) program including deductions, loans, disbursements, notifications and eligibility requirements; prepare quarterly reports and perform annual audits.
• Support the successful onboarding of new states with HRIS state tax code set‑up and alignment with state requirements; audit state quarterly tax filings ensuring accuracy.
• Prepare and distribute year‑end documents (W‑2s, 1099s, etc.).
• Collaborate with People Operations team to implement garnishments, benefits deductions, and bonuses.
• Process monthly staff billing for clients.
• Support internal and external audits with payroll documentation.
• Maintain accurate payroll records and support payroll‑related reporting (e.g., EEO‑1, ACA, etc.).
• Respond to general payroll inquiries in a professional, supportive and timely manner; ensure delivery of final paychecks in accordance with state requirements.
• Process all invoices through to appropriate personnel for review and approval of invoice payments using online accounts payable software.
• Process year‑end 1099 NEC & 1099 Misc for all vendors, submission of 1096 filing with the IRS, set up vendors in Quick Books.
• Other special projects as assigned.

• Outstanding customer service skills and instincts.
• Personable, tactful, and diplomatic.
• High degree of integrity and ability to maintain confidentiality and professionalism.
• Innovative problem solver.
• Able to work independently and in a team environment.
• Detail oriented, with strong organizational and problem‑solving skills.
• Ability to foster a collaborative environment with internal and external team members.
• Excellent verbal, written and interpersonal communication skills.
• Enthusiastic, positive, and professional demeanor.
• Flexible and adaptable.
• Ability to establish and convey a sense of purpose in alignment with the values of Cohere.

• Bachelor’s Degree in Accounting, Finance, Human Resources or related field.
• 4+ years of experience in payroll processing, including multi‑state payroll.
• Proficient in payroll systems and Microsoft Excel (pivot tables, VLOOKUPs).
• Understanding of wage and hour regulations (FLSA), tax compliance and labor laws.
• Familiarity with ACA, FMLA, COBRA and payroll‑related compliance reporting.
• Familiarity with payroll taxes and processes.
• Experience in property management, real estate or hospitality industry.
• Experience supporting a diverse workforce.
• Experience with Quick Books Online.
• Exposur…