Payroll Analyst

Heartflow•Rohnert Park, CA

16d

About The Position

Heartflow is a medical technology company focused on advancing the diagnosis and management of coronary artery disease. The Payroll Analyst runs accurate, timely, and compliant payroll for Heartflow employees across multiple states and, where applicable, international locations. The role owns day-to-day payroll processing, reconciles payroll data against the general ledger, and partners with HR, Finance, and Accounting to maintain accurate compensation, benefits, and tax data. The position reports to the Senior Manager Payroll and is based in Rohnert Park.

Requirements

Bachelor’s degree in accounting, Finance, Business, or a related field, or equivalent practical experience.
3–5 years of hands-on, full-cycle payroll experience, ideally in a multi-state environment.
Working knowledge of federal and state payroll tax and wage-and-hour law, especially California requirements.
Experience with a major payroll platform such as ADP, Workday, UKG, Paylocity, or Rippling.
Strong Excel skills, including pivot tables, VLOOKUP/XLOOKUP, and reconciliations.
High attention to detail and a track record of accuracy under recurring deadlines.
Sound judgment when handling confidential compensation and personal data.
Clear written and verbal communication skills with employees at every level.

Nice To Haves

Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC).
Experience at a public company or a company preparing for or recently through an IPO, including SOX controls.
Exposure to international payroll or managing a global payroll vendor.
Experience in medical devices, life sciences, or another regulated industry.
Experience implementing or migrating payroll or HRIS systems.

Responsibilities

Process semi-monthly or bi-weekly payroll end to end for hourly, salaried, exempt, and non-exempt employees, ensuring accuracy and timely delivery.
Review and audit payroll inputs each cycle, including new hires, terminations, pay changes, bonuses, commissions, retroactive pay, and deductions.
Record equity-related payroll events, including RSU vesting, NQ stock option exercises, and ISO/ESPP disqualifying dispositions, as directed.
Reconcile payroll registers, tax filings, benefit deductions, and 401(k) contributions; prepare journal entries and general ledger reconciliations for month-end close.
Ensure compliance with federal, state, and local wage-and-hour and payroll tax requirements, including California rules for final pay, overtime, sick leave, and regular rate of pay.
Manage multi-state tax setup, registrations, and notices; support year-end processing, including W-2s and quarterly filings.
Partner with HR and Benefits to synchronize HRIS and payroll system data and resolve integration or data discrepancies.
Respond promptly and confidentially to employee payroll questions and maintain clear self-service documentation.
Support financial, SOX, 401(k), and workers’ compensation audits by preparing reports and documentation.
Document payroll procedures and controls and identify opportunities to automate and improve processes.
Prepare ad hoc payroll and labor cost reports for Finance, FP&A, and leadership.
Perform pre- and post-payroll audits of earnings, deductions, taxes, hours, and benefit elections.
Review payroll exception reports and research discrepancies before payroll finalization.
Partner with payroll vendors and internal teams to investigate system issues, data discrepancies, and payroll configuration concerns.
Process off-cycle payments, payroll adjustments, reversals, voids, and check corrections as required.