Senior Accountant/Payroll Accountant

AMERICAN COUNCILS FOR INTERNATIONAL EDUCATION ACTR/ACCELS•Washington, DC

1d•$60,000 - $90,000

About The Position

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.

Requirements

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.

Nice To Haves

Highly preferred: communication and interpersonal skills
Highly preferred: candidate with high aptitude to learn and grown
Experience with Paycom Payroll systems.
Working knowledge of Non-Resident Alien taxation (Forms 1042/1042-S).
Familiarity with Uniform Guidance (2 CFR 200) labor cost allocation standards.

Responsibilities

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 workpapers 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.