Senior Payroll Analyst

About Coalfire

Coalfire is on a mission to make the world a safer place by solving our clients’ hardest cybersecurity challenges. We work at the cutting edge of technology to advise, assess, automate, and ultimately help companies navigate the ever-changing cybersecurity landscape. We are headquartered in Denver, Colorado with offices across the U.S. and U.K., and we support clients around the world.

But that’s not who we are – that’s just what we do. We are thought leaders, consultants, and cybersecurity experts, but above all else, we are a team of passionate problem-solvers who are hungry to learn, grow, and make a difference.

And we’re growing fast.

We’re looking for a Senior Payroll Analyst to support our Finance team.

This is a hybrid remote and in-office position located in the River North area of Chicago, IL.

Position Summary

Coalfire is looking for a Senior Payroll Analyst to join our Finance team in Chicago. In this role, the Senior Payroll Analyst will act as primary lead for the Director of Payroll and is responsible for the oversight and administration of the day-to-day payroll operations for our domestic biweekly and semi-monthly payroll and assists in the preparation of our monthly UK payroll (processed via third party vendor). You will act as a liaison with our domestic service providers (Workday and ADP SmartCompliance) for tax filings and invoice reconciliation in addition to assisting with internal employee inquires and internal department requests. The Senior Payroll Analyst role requires analytical thinking, troubleshooting skills, and provides recommendations for process improvement and efficiency. This role will report to the Director of Payroll.

• Ensure the accuracy, timeliness and compliant completion of biweekly, semi-monthly and monthly payroll for 1,000 employees in the US and UK
• Reconcile all tax and wage amounts for multiple legal entities per payroll, monthly, quarterly and annually between Workday payroll system and ADP SmartCompliance tax and filing system
• Stay abreast of payroll-related legislative and regulatory changes to ensure compliance with federal, state and local laws as related to payroll, payroll tax and benefits
• Coordinates with the Human Resource Department to ensure the integrity of the payroll data including but not limited to new hires, terminations, promotions, bonuses and commissions
• Process per payroll 401k, HSA and FSA benefit contributions across vendor platforms timely and accurately
• Process post payroll journal entries in coordination with Accounting team timely and accurately
• Assists with annual audits as necessary; including but not limited to 401k, Workers Compensation and various payroll audits
• Work in conjunction with internal departments to assist with ad-hoc reporting needs and various payroll activities to maintain compliance and accuracy
• Provides excellent customer service to employees and partners internally and externally
• Troubleshoots tax notices received in conjunction with third-party vendor and assists with timely resolution
• Maintains tax jurisdiction setup including registration of new accounts, managing annual SUI rate updates and agency login credentials
• Identifies and analyzes opportunities for process improvement in conjunction with Director of Payroll and internal partners with key objectives to simply, standardize and increase effectiveness and efficiency
• Contributes to the creation and development of standard operating procedures and process documentation
• Assists with various accounting and corporate tax activities as needed

• 3+ years of professional experience in U.S. payroll with exposure to multiple states and local jurisdictions
• Prior experience as a Payroll Analyst or similar role 
• Ability to collaborate and communicate with outside agencies and various levels of the organization
• Knowledge of Federal and State wage, hour and tax laws across multi-state payroll
• Intermediate knowledge of Windows, Word, PowerPoint, and Outlook
• Advanced skill level with Excel
• Strong analytical skills and ability to work with large amounts of data from multiple systems using pivot tables and vlookups etc.
• Self-started and ability to work independently, efficiently and to prioritize multiple deadlines
• Adhere to strict confidentiality
• Flexibility to adapt and perform at high levels in a fast-paced environment
• Possess strong attention to detail, organizational and interpersonal abilities

• Certification in Payroll Management·        
• Ability to travel periodically to different locations
• Advanced Workday HCM / Payroll experience
• Strong skills in data extraction and report writing in Workday
• Previous experience using a full integrated ERP system to create, upload and post journal entries for payroll, benefits and accruals related to payroll

Why You'll Want to Join Us

At Coalfire, you’ll find the support you need to thrive personally and professionally. In many cases, we provide a flexible work model that empowers you to choose when and where you’ll work most effectively – whether you’re at home or an office.

Regardless of location, you’ll experience a company that prioritizes connection and wellbeing and be part of a team where people care about each other and our communities. You’ll have opportunities to join employee resource groups, participate in in-person and virtual events, and more. And you’ll enjoy competitive perks and benefits to support you and your family, like paid parental leave, flexible time off, certification and training reimbursement, digital mental health and wellbeing support membership, and comprehensive insurance options.

At Coalfire, equal opportunity and pay equity is integral to the way we do business. A reasonable estimate of the compensation range for this role is $58,000 to $101,000 based on national salary averages. The actual salary offer to the successful candidate will be based on job-related education, geographic location, training, licensure and certifications and other factors. You may also be eligible to participate in annual incentive, commission, and/or recognition programs. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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