Senior Accountant​/Payroll Accountant

Washington DC - Washington, DC 20036

Salary Range: $60,000.00 - $90,000.00 Salary/year. Position Type:
Full Time

Flsa Status:
Exempt

Reports To:

Accounting Manager

The Senior Payroll Accountant serves a critical compliance and internal control function within a federally funded 501(c)(3) nonprofit organization. This role is responsible for the accurate and timely processing of bi-weekly payroll, federal and state payroll tax compliance, Non-Resident Alien (NRA) tax reporting, and payroll-related financial reporting in accordance with:

• IRS regulations
• Federal grant compliance standards (including Uniform Guidance 2 CFR 200, as applicable)
• Internal control and segregation of duties best practices
• External audit and Single Audit requirements

This position ensures payroll integrity, accurate labor cost allocation to grants and programs, and proper reconciliation between payroll systems and the general ledger.

Depending on experience, candidates may be hired at the Payroll Accountant level with a defined pathway to Senior Payroll Accountant.

• Manage the full bi-weekly payroll cycle using Paycom.
• Oversee timekeeping integrity, ensuring:
  • Accurate program coding for grant-funded staff.
  • Proper supervisory approvals.
  • Alignment between HR records and payroll system data.
• Review payroll changes for compliance with approved compensation actions.
• Perform variance analysis between pay periods to detect anomalies.
• Maintain segregation of duties between HR, payroll processing, and GL posting functions.
• Prepare and post payroll journal entries with accurate grant and program allocation.
• Reconcile payroll registers to the general ledger bi-weekly.
• Reconcile payroll liability accounts including:
  • Salaries payable
  • Accrued leave
  • Benefit accruals
  • FSA liabilities
• Ensure accurate labor distribution reporting for grant-funded programs.

• Prepare and reconcile quarterly Form 941 filings.
• Coordinate and validate year-end reporting (W-2, 1095, and related forms).
• Monitor state tax compliance and respond to state agency inquiries.
• Ensure timely tax deposits in accordance with IRS regulations.
• Maintain documentation to support audit readiness.

• Administer weekly withholding payments to the IRS for NRA participants.
• Support TIN application processes in coordination with program teams.
• Prepare and file Form 1042 by the March 15 deadline.
• Coordinate preparation and distribution of Forms 1042-S.
• Provide guidance to internal program teams regarding NRA tax compliance.
• Maintain complete documentation for IRS and audit review.

• Prepare payroll work papers for:
  • Annual financial statement audits
  • Single Audit (if applicable)
  • Retirement plan audits
  • Workers’ Compensation audits
• Respond to auditor inquiries and provide supporting documentation.
• Maintain documentation standards consistent with federal grant compliance requirements.

• Verify and reconcile retirement plan contributions for each pay period.
• Reconcile retirement liability accounts.
• Validate annual census data and assist with retirement plan audit documentation.

• Collaborate with field finance teams to reconcile foreign salary expenses.
• Ensure accurate and timely monthly reporting of salary costs.
• Monitor exchange rate and allocation accuracy where applicable.

• Bachelor’s degree in accounting or related field with 2–3 years of relevant experience
  OR
• Minimum 5 years of comprehensive payroll experience including payroll tax filings.
• Experience in nonprofit, grant-funded, or federally funded environments strongly preferred.
• Demonstrated experience with payroll reconciliations and audit support.
• Strong knowledge of payroll tax regulations.
• High attention to detail and commitment to confidentiality.
• Ability to operate independently within a strong internal control framework.

• Highly preferred: communication and interpersonal skills
• Highly preferred: candidate with high aptitude to learn and grown
• Experience with Paycom Payroll systems.
• W…