CareQuest Institute for Oral Health is seeking a Staff and Payroll Accountant to join its Finance team. This position is responsible for end-to-end payroll administration, accounts payable, travel and expense processing, and a range of general ledger activities. The ideal candidate is a detail-oriented, hands-on professional who demonstrates strong accountability and ensures accuracy, compliance, and timeliness across core financial processes while supporting continuous improvement initiatives. This role serves as a key partner to Human Resources, organizational leadership, and external vendors.

Primary Responsibilities:

Payroll (Full Ownership):

• Own and manage end-to-end payroll processing for multi-entity, multi-state U.S. payroll.
• Serve as the primary liaison with external payroll providers, overseeing service delivery, issue resolution, and ongoing process improvement.
• Review, validate, and reconcile payroll inputs and outputs, including earnings, deductions, benefits, taxes, and statutory filings, and independently resolve discrepancies.
• Partner with Human Resources and internal stakeholders to ensure employee data, compensation changes, and deductions are complete and accurate.
• Act as a trusted resource for employee payroll inquiries, providing timely, professional, and confidential support.
• Manage payroll calendars, deadlines, and processing cutoffs across multiple time zones while anticipating risks and dependencies.
• Process off-cycle payroll runs, bonuses, commissions, and payroll adjustments as needed.
• Support payroll audits and internal or external inquiries by maintaining accurate documentation and ensuring timely completion.
• Identify and implement opportunities to streamline payroll workflows and improve the efficiency of payroll and HRIS systems.
• Manage year-end payroll activities, including W-2 preparation and other required reporting.
• Serve as a subject matter expert on U.S. payroll practices and advise stakeholders on the impact of process or regulatory changes.

Compliance & Controls:

• Maintain compliance with all applicable federal, state, and local payroll regulations.
• Monitor payroll laws and regulatory updates and proactively implement required changes.
• Develop, document, and maintain payroll procedures, controls, and SOPs.
• Ensure strong internal controls and maintain audit readiness through the maintenance of payroll records and supporting schedules.

Accounts Payable (A/P):

• Manage full-cycle accounts payable, including invoice receipt, review, coding, and processing.
• Code invoices to the appropriate general ledger accounts, entity, cost centers, and projects while ensuring required approvals are obtained.
• Administer the travel and expense system, including the interface with NetSuite and the review of expense activity for compliance with company policy.
• Prepare and process payments by check, ACH, and wire transfer.
• Maintain vendor records and oversee 1099 tracking and reporting.
• Manage and reconcile the corporate credit card program.
• Reconcile vendor balances and proactively resolve discrepancies.
• Monitor aging reports and maintain positive vendor relationships.

General Ledger & Accounting:

• Prepare and record journal entries, including payroll, accruals, adjustments, and reclasses.
• Perform general ledger account reconciliations and investigate variances.
• Support month-end, quarter-end, and year-end close processes.
• Ensure compliance with internal controls and established accounting policies.

Other Responsibilities:

• Support system implementations, integrations, and process improvement initiatives.
• Participate in special projects and provide additional support to the accounting and finance team as needed.

Qualifications

• Demonstrated experience managing full-cycle U.S. payroll, including multi-entity and multi-state environments.
• 5-10+ years of progressive accounting or bookkeeping experience.
• Strong background in accounts payable and general ledger accounting.
• Bachelor’s degree in Accounting or equivalent combination of education and relevant experience.
• Advanced proficiency in Microsoft Excel.
• Experience with ADP Workforce Now is required.
• Experience with ADP SmartCompliance is preferred.
• Experience with NetSuite, Bill.com, or comparable systems is preferred.

Physical Demands:

• Ability to work in a traditional professional office setting/remote environment.
• Work schedule may vary and is determined by project schedules.
• Must be able to communicate effectively.
• Requires overall light physical effort (up to 25lbs.).
• Manual dexterity and sitting is required in carrying out position responsibilities (i.e. use of a personal computer).

The target hiring range for this role is $74,035 - $89,600 (annually). The starting base salary will be determined based on skills, experience, and other job-related factors. In addition, our total rewards package includes medical, dental, and vision plans; generous time off including PTO, short and long-term disability insurance and a competitive 401(k) savings match including financial planning workshops. See our Careers Page for more information.

The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform this position.

** In accordance with CareQuest Institute for Oral Health’s Compliance Plan, all employees must conduct CareQuest Institute for Oral Health business and activities in accordance with applicable laws, regulations, professional standards and ethical standards and report potential compliance or ethical issues to CareQuest Institute for Oral Health’s designated Compliance Officer. **

CareQuest Institute for Oral Health’s Affirmative Action Program affirms our commitment to make reasonable accommodation for known physical or mental limitation of otherwise-qualified individuals with disabilities or special disabled veterans, unless the accommodation would impose an undue hardship on the operation of our business and activities. Please see Human Resources for additional information regarding this program.