Payroll & Equity Specialist

$142,000 - $200,000/Yr

D-matrix Corporation - Santa Clara, CA

Part-time,Full-time - Senior

Santa Clara, CA

51-100 employees

Professional, Scientific, and Technical Services

About the position

d-Matrix is seeking a highly experienced and detail-oriented Payroll & Equity Specialist to join our finance team. This role is pivotal in processing US payroll, overseeing worldwide payroll operations, managing global equity plans, and handling state and local unemployment filings and certifications. The ideal candidate will have extensive experience with payroll platforms such as ADP and equity management platforms like Carta, along with strong organizational and analytical skills. In this position, you will be responsible for processing bi-weekly, semi-monthly, or monthly US payroll accurately and timely using ADP or other payroll platforms. You will ensure compliance with federal, state, and local payroll regulations for various employment types, while maintaining accurate payroll records and employee files. Additionally, you will oversee the payroll process for international employees, coordinating with local payroll providers to ensure compliance with international payroll regulations and company policies. You will also manage global equity plans, including stock option grants and vesting schedules, ensuring accurate record-keeping and reporting of equity transactions. This includes preparing and distributing equity-related documents and statements. Furthermore, you will handle state and local unemployment filings and certifications, ensuring timely and accurate submission of all required documents while maintaining records of unemployment claims. Your role will also involve ensuring compliance with all payroll tax regulations, preparing and submitting payroll tax returns and payments, and reconciling payroll tax accounts. You will coordinate with HR to manage employee benefits deductions and contributions, assist employees with payroll-related inquiries, and provide support during internal and external audits of payroll and equity processes. In addition, you will generate and distribute payroll and equity reports to management, analyze payroll and equity data to identify trends, and prepare ad hoc financial analyses as required. You will identify opportunities for process improvements in payroll and equity functions, develop and maintain standard operating procedures, and ensure compliance with company policies and procedures related to payroll and equity. Lastly, you will respond to employee inquiries regarding payroll and equity, providing guidance and support on related matters.

Responsibilities

• Process bi-weekly, semi-monthly, or monthly US payroll accurately and timely using ADP/payroll platform.
• Ensure compliance with federal, state, and local payroll regulations for full-time, part-time and other employment types.
• Maintain accurate payroll records and employee files.
• Oversee the payroll process for international employees, coordinating with local payroll providers.
• Ensure compliance with international payroll regulations and company policies.
• Reconcile payroll accounts and resolve discrepancies.
• Manage global equity plans, including stock option grants, vesting schedules, and employee communications using Carta/equity management platform.
• Ensure accurate record-keeping and reporting of equity transactions.
• Prepare and distribute equity-related documents and statements.
• Manage state and local unemployment filings and certifications.
• Ensure timely and accurate submission of all required documents.
• Maintain records of unemployment claims and respond to inquiries.
• Ensure compliance with all payroll tax regulations, including federal, state, and local tax filings.
• Prepare and submit payroll tax returns and payments.
• Reconcile payroll tax accounts and resolve any discrepancies.
• Coordinate with HR to manage employee benefits deductions and contributions.
• Ensure accurate processing of benefits-related payroll transactions.
• Assist employees with payroll-related benefits inquiries.
• Provide support during internal and external audits of payroll and equity processes.
• Generate and distribute payroll and equity reports to management.
• Analyze payroll and equity data to identify trends and provide insights.
• Prepare ad hoc financial analyses as required.
• Identify opportunities for process improvements in payroll and equity functions and implement best practices.
• Develop and maintain standard operating procedures for payroll and equity processes.
• Maintain and update payroll and equity management systems, ensuring data integrity and security.
• Work with IT and vendors to resolve system issues and implement upgrades.
• Ensure compliance with company policies and procedures related to payroll and equity.
• Maintain accurate and organized documentation for all payroll and equity transactions.
• Respond to employee inquiries regarding payroll, equity, and related issues.
• Provide guidance and support to employees on payroll and equity-related matters.

Requirements

• Bachelor's degree in Accounting, Finance, or related field.
• 10 years of experience in payroll and equity management.
• Deep experience with payroll tools such as ADP and equity management tools such as Carta.
• Strong understanding of payroll and equity regulations and compliance requirements.
• Proficiency in Microsoft Office Suite, especially Excel.
• Excellent organizational and time management skills.
• Detail-oriented with the ability to balance multiple responsibilities and tasks while meeting deadlines.
• Effective communication and interpersonal skills.
• Ability to act and operate independently with minimal daily supervision.