Payroll Accounting Manager

Bay Area Legal Aid•Oakland, CA

8d•$123,000 - $145,000•Hybrid

About The Position

Bay Area Legal Aid (BayLegal) is a nonprofit law firm providing free civil legal services to individuals and families living in poverty across seven San Francisco Bay Area counties. The Payroll Accounting Manager is a managerial position in the Finance Department, based at BayLegal’s Central Administration offices in Oakland, and is primarily responsible for payroll and related accounting. The role works closely with Human Resources and Grants & Contracts, supporting a firm whose staff are largely union members and whose payroll must comply with the applicable Collective Bargaining Agreement. The position manages daily payroll operations to ensure payroll is completed efficiently, on time, and in compliance with applicable state and federal requirements. It identifies, recommends, and implements improvements, including automation and integration of payroll, HR management, and timekeeping systems, and remains responsible for ongoing payroll operations, compliance, and system updates. As capacity allows, the role will take on increasing responsibility for financial forecasting and budgeting. BayLegal’s Finance team uses Paycom, MIP, Microsoft Office and Excel, and a customized Salesforce platform for program services, funding, and timekeeping. The position is hybrid: employees work in person at a designated BayLegal office or community-based advocacy site at least three days per week and may work remotely part-time. Finance employees must reside in California within commuting distance of their BayLegal base location. The estimated annual salary is $123,000–$145,000, with placement primarily determined by years of related experience. BayLegal offers a family-friendly work environment and a benefits package that includes employer-paid insurance, student debt reimbursement, childcare contributions, retirement benefits, and paid leave.

Requirements

Bachelor’s degree in accounting, finance, or business administration, or at least seven years of equivalent experience without a degree, with increasing responsibility in accounting roles and at least one year in a lead or supervisory role.
At least five years of progressively responsible payroll experience, including payroll activities and payroll-account reconciliations.
At least two years of accounting experience in an organization with 50 or more employees in a union setting.
Commitment to comply with state and federal accounting professional ethics rules, including the California Accounting Act, BayLegal funding requirements, and firm standards, policies, and practices.
Current proficiency and ability to improve proficiency with technological equipment, hardware, and software necessary to perform the job.
At least two years of experience with Paycom or a similar payroll platform such as ADP, Paylocity, or UltiPro.
At least three years of experience with MIP or a similar accounting platform used by nonprofit or government organizations.
High proficiency in Microsoft Office, with a strong understanding of Excel and Word.
Experience implementing payroll accounting principles and practices, including auditing, budgeting, and computerized payroll accounting reports.
Ability to apply US GAAP applicable to nonprofit organizations.
Ability to prepare accounting reports and analyses, including statistical and financial analysis and financial and payroll account analysis reports.
Ability to read, interpret, and explain finance, accounting, and payroll rules, regulations, policies, and procedures.
Ability to track and adhere to strict timelines and meet deadlines.
Familiarity with IRS, California EDD, and California Wage and Hour laws and requirements.
Humility when working with colleagues, vendors, and individuals of all identities, experiences, and perspectives.
Strong organization, accurate calendaring, deadline management, and detailed recordkeeping skills, with emphasis on electronic processes.
Ability to supervise, evaluate, and support the professional development of personnel.
Ability to work independently with minimal direction and strong ownership, while collaborating with the Finance team to meet deadlines.
Strong verbal and written communication skills.
Proactive problem-solving skills and strong attention to detail.
Must reside in California at a distance that allows commuting to the physical BayLegal base location during the standard work week.

Nice To Haves

Experience working in a nonprofit organization is preferred but not required.

Responsibilities

Ensure compliance in payroll management, confidentiality, and security of employee information.
Reconcile liability accounts and employee pay, including leave accruals, in accordance with IRS requirements and US GAAP applicable to nonprofit organizations.
Reconcile timesheets produced in Salesforce and imported into Paycom to ensure accurate funding-source and earning-code accounting and accurate processing of payable time.
Oversee day-to-day payroll operations, including processing payroll on a bi-weekly cycle.
Monitor and ensure the accuracy of payroll accounting data inputs and outputs.
Ensure compliance with current IRS, California EDD, and Legal Services Corporation (LSC) requirements and reporting.
Ensure consistency with US GAAP and reconcile general ledger accounts for accuracy.
Prepare payroll-related accounting and tax reports and supporting records, requirements assessments, graphics, and charts as needed.
Maintain current knowledge of IRS, US GAAP, California EDD, California Wage and Hour laws, BayLegal funding requirements, and LSC compliance and reporting requirements.
Lead portions of the annual budget process, including preparation of personnel cost forecasts.
Prepare personnel-cost sections of individual grant budgets.
Lead coordination with the external auditor for BayLegal’s employee benefit retirement plan 401(k) Savings Plan audit.
Assist with staff performance evaluation, professional development, recruitment, hiring, and performance compliance.
Foster a high-quality, efficient, collaborative work environment free from harassment and discrimination.
Engage in other tasks and projects that further BayLegal’s mission and nonprofit operations.
Identify, recommend, and implement opportunities to improve efficiency, including automation and integration of payroll, HR management, and timekeeping.
Maintain and update payroll operations and systems to support ongoing compliance, integration, and efficiency.
As capacity allows, participate in and take responsibility for portions of financial forecasting and budgeting processes.

Benefits

100% employer-covered medical, dental, and life insurance for employees, and up to 60% coverage for dependents.
BayLegal student debt reimbursement program.
Long-term disability insurance.
Employee assistance program.
Wage differentials for multilingual employees whose non-English language skills are regularly used in their work and who pass a fluency and/or proficiency test.
Dependent childcare employer contribution program.
Employer-paid California Bar license and/or social work license fees.
401(k) retirement plan with a BayLegal contribution following the first year.
15 holidays each year.
Vacation starting at 13 days and increasing with additional years of employment.
Three employee-chosen floating holidays each year.
Sick leave.
Parental leave.