Payroll Senior Analyst/Manager

| Santa Monica
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About the Payroll Senior Analyst/Manager at Headspace:

This is a great opportunity to join a growing Finance and Accounting team as a Payroll Senior Analyst. We are looking for someone who is well-versed in Payroll and Benefits processes, enjoys taking on new challenges, and wants a role that will continually evolve and expand as the company grows.

The ideal candidate for this position will have excellent organization, prioritization and communication skills, along with a strong attention to detail, the ability to meet deadlines consistently, work under pressure and maintain high integrity.

The successful candidate will have in depth knowledge of payroll and benefits processes and ensure that they are executed accurately and in a timely manner. This includes processing, auditing, and reconciling multi-entity payroll, reconciling wages and overtime, calculating and recording payroll inputs, processing requests for off-cycle payments and final pay. Additional responsibilities include administering and managing our stock option program and supporting the team with reporting, compliance, and other duties as needed. This position reports to the Controller.

How your skills and passion will come to life at Headspace:

  • Process bi-weekly and bi-monthly payroll for all US offices and employees, verifying payroll inputs, including time reported by non-exempt/hourly employees, ensuring timeliness and accuracy for about 175 employees (and growing!)
  • Process monthly payroll for our international employees 
  • Responsible for time and attendance processing for payroll and verifying supervisors are approving hours timely
  • Process wage garnishments and assist HR with managing responses to unemployment claims
  • Calculate all additional payroll withholdings or payments owed to employees (ie, retroactive pay, allowances, stipends, reimbursements, etc)
  • Ensure compliance with local, state and federal legal requirements related to payroll and benefits by staying update on changes to relevant laws and regulations, advising management as needed.
  • Assist with the development and maintenance of payroll and benefits policies and procedures, implementing internal controls as needed
  • Assist with continual process improvements to maintain operational efficiency and ensure best-practice payroll processing, by exploring, reviewing, testing and implementing system enhancements and new releases
  • Process commission payments for sales staff
  • Administer 401(k) plan contributions and disbursements, reconciling activity to the general ledger
  • Prepare all journal entries associated to payroll, including salaries, health benefits, FSA/HSA, taxes, 401(k), vacation, bonus, commissions, etc. 
  • Reconcile all payroll and compensation related balance sheet accounts monthly
  • Ensure proper accounting for employee benefits programs, including group health, flexible spending accounts, dental and vision, accident and disability, life insurance, 401(k), and wellness benefits
  • Reconcile benefits invoices received to the payroll system data recorded in the GL, resolving any discrepancies timely, tracking their receipt 
  • Ongoing maintenance of the cap table and administer equity based compensation including timely maintenance of information related to grants, exercises, cancellations, etc, including associated journal entries
  • Prepare regular reports, including bi-weekly, monthly, quarterly and year-end reports as needed
  • Audit benefit records to ensure accuracy and consistency of data across various benefit systems both internally and externally with vendors
  • Assist with providing support for yearend financial statement and 401(k) audit
  • Ad hoc projects as needed

What you’ve accomplished:

  • 5+ years of payroll and benefits processing experience required
  • Expert in preparing and managing payroll and benefits processes, from beginning to end
  • Experience preparing payroll in various US states and internationally desired
  • BA / BS in Accounting or other related discipline preferred
  • Proficiency in Excel required
  • Experience with cloud-based HRIS systems and equity management systems (eShares/Carta, etc.) desired
  • Ability to think strategically to improve existing process and ensure continued efficiency
  • Knowledge and understanding of accounting functions including journal entries
  • Adept at change, and capable of innovating and building controlled, scalable processes to help our team 
  • Strong communication skills, both written and verbal, and ability to interact effectively with various levels of staff and management in various departments
  • Excellent organizational and analytical skills with the ability to prioritize and handle multiple tasks simultaneously in a fast-paced environment
  • Detailed oriented, hands-on, quick learner, and driven to do things right
  • Self-motivated with proven ability to independently establish goals to meet objectives
  • Effective in a dynamic environment, adapting to and managing change in a positive and proactive manner 
  • Experience with NetSuite or other accounting software strongly preferred 
  • Multinational company experience, including exposure to foreign currency transactions and international operations, a plus
  • Comprehensive knowledge of GAAP a plus

How to get started: If you’re excited by the idea of seeing yourself in this role at Headspace, please apply with your CV and a cover letter that best expresses your interest and unique qualifications.

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Location

We're located in the heart of Santa Monica on Michigan + Cloverfield, just off the 10 freeway. Bergamont train station is right behind our office.

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