Payroll Staff Accountant

Description

The Opportunity

As our Payroll Staff Accountant, you’ll lead end-to-end payroll processing while ensuring accuracy, compliance, and financial integrity across payroll and related liabilities. From reconciling payroll and benefits to supporting reporting and internal controls, your work keeps employees paid correctly and the organization financially sound. In this highly collaborative role, you’ll partner with HR, Finance, and external vendors to maintain a reliable payroll experience and strong accounting practices. We’re looking for someone who thrives on precision, brings strong problem-solving skills, and takes pride in keeping critical financial processes running smoothly.
 

The Company
 

Central Oregon Pediatric Associates (COPA) has been caring for kids and families in Central Oregon for over 50 years, building lifelong relationships and helping children thrive from newborns to teens. Our mission is to provide exceptional, right-fit care for kids at every age and stage, and our vision is to improve the health of all kids in our community. We do this in a welcoming, inclusive environment where collaboration, openness, play and accountability are part of how we care, not just what we do. At COPA, you’ll work alongside people who value kindness, teamwork, and earning families’ trust every single day.
 

The Job
 

Payroll Processing & Administration

• Process end-to-end bi-weekly payroll, ensuring accuracy, completeness, and adherence to deadlines
• Review payroll inputs including earnings, deductions, taxes, benefit elections, and time data for accuracy
• Process off-cycle payrolls including final paychecks, PTO payouts, corrections, and manual adjustments in accordance with policy and wage laws
• Ensure payroll funding, tax filings, and liability payments are completed accurately and timely
• Maintain payroll records, audit trails, and supporting documentation
• Research and resolve payroll discrepancies and employee inquiries

Payroll, Benefits & Liability Reconciliations

• Prepare and post payroll journal entries, including wages, taxes, benefits, and accruals
• Reconcile payroll registers and reports to general ledger accounts each pay period
• Maintain and reconcile payroll liability accounts, including taxes, garnishments, and benefit withholdings
• Reconcile benefit provider invoices (medical, dental, vision, retirement, and other programs) to payroll deductions and enrollment records
• Investigate and resolve discrepancies between vendor billings, payroll records, and financial statements
• Support month-end and year-end close activities related to payroll and labor expense

Accounts Payable Support

• Provide general support for accounts payable processing, including invoice entry and coding
• Assist with weekly check runs and payment preparation
• Maintain vendor records and supporting documentation
• Respond to routine vendor inquiries regarding payment status
• Support 1099 tracking and year-end reporting processes

Employee & System Support

• Assist employees with payroll self-service items such as tax withholding updates and direct deposit changes
• Support payroll reporting, system maintenance, and documentation
• Maintain strict confidentiality of employee and payroll information

Compliance & Internal Controls

• Ensure payroll activities comply with federal, state, and local wage and tax regulations
• Follow established internal controls and maintain clear audit trails
• Support internal and external audits related to payroll and benefits
• Identify opportunities to improve processes, accuracy, and efficiency

Benefits

· 401k and Profit sharing 

· HSA, HRA and FSA Enrollment 

· Medical, Life, Vision and Dental Insurance

· Supplemental insurance Options

· Pediatric Care Benefits 

· Employee Assistance Program (EAP) 

Requirements

· High school diploma or GED required

· Associate degree in Accounting, Finance, Business Administration, or related field preferred

· Valid Oregon driver’s license (if position requires travel between locations)

· Minimum of 3 years of payroll processing experience in a multi-employee environment

· Experience reconciling payroll registers, benefit deductions, and payroll-related liabilities

· Working knowledge of federal and state payroll taxes, wage and hour regulations, and payroll compliance requirements

· Experience using payroll systems (e.g., Paylocity, ADP, or similar platforms)

· Strong attention to detail with the ability to manage deadlines and maintain accurate records

· Demonstrated organizational and problem-solving skills
 

Preferred

· Experience supporting accounts payable functions, including invoice entry or payment processing

· Experience preparing or supporting general ledger reconciliations and journal entries

· Intermediate proficiency in Microsoft Excel (e.g., lookups, pivot tables, basic data analysis)

Physical Requirements

· Use of clear and audible speaking voice and the ability to hear normal speech level in person, over the telephone or through use of other required technology. Sitting or standing for long periods of time. Frequent repetitive motion includes computer keyboard use, reaching with hands and arms, and walking. Occasional lifting and or moving up to 30 pounds and on rare occasion up to 50 pounds. Specific vision abilities required include viewing computer monitor for long periods of time, close vision, distance vision, color vision, peripheral vision, and depth perception. 

· Must be able to wear appropriate personal protective equipment (PPE) as required.

Working Conditions

· Position may qualify to be located local-remote to include periodic on-site meetings and shifts in COPA clinics, business office or community partners.

· Standard medical office; may be eligible for combination of on site and home office.

· Work inside in a general medical office setting with ergonomically configured equipment. 

· The employee is subject to hazards including a variety of physical conditions such as proximity to mechanical parts and chemicals including odors. The employee has been identified as having the likelihood of occupational exposure to blood and other potentially infectious materials, therefore are included in the OSHA Exposure Control Plan with specification for preventing contact with the above materials.

· Travel between COPA clinics, business office and community partners as required.