This role reports to the Senior Manager Payroll and is based in Rohnert Park.
Key responsibilities
Process semi-monthly or bi-weekly payroll end to end, including hourly, salaried, and exempt/non-exempt employees, with accuracy and on-time delivery.
Review and audit payroll inputs each cycle: new hires, terminations, pay changes, bonuses, commissions, retro pay, and deductions.
Record equity-related payroll events, such as RSU vesting, NQ stock option exercises and ISO/ESPP disqualifying dispositions as directed.
Reconcile payroll registers, tax filings, benefit deductions, and 401(k) contributions, and prepare journal entries and GL reconciliations for month-end close.
Ensure compliance with federal, state, and local wage and hour and payroll tax requirements, including California-specific rules on final pay, overtime, sick leave, and RROP (regular rate of pay)
Manage multi-state tax setup, registrations, and notices, and support year-end processing including W-2s and quarterly filings.
Partner with HR and Benefits to keep HRIS and payroll system data synchronized and resolve integration or data discrepancies.
Answer employee payroll questions promptly and confidentially and maintain clear self-service documentation.
Support internal and external audits (financial, SOX, 401(k), workers' compensation) by preparing reports and documentation.
Document payroll procedures and controls and identify opportunities to automate and improve processes.
Build ad hoc payroll and labor cost reports for Finance, FP&A, and leadership.
Perform pre and post payroll audits of earnings, deductions, taxes, hours, benefit elections
Review payroll exception reports and research discrepancies prior to payroll finalization
Partner with payroll vendors and internal teams to research system issues, data discrepancies, and payroll configuration concerns.
Process off-cycle payments, payroll adjustments, reversals, voids, and check corrections as required
Required qualifications
Bachelor’s degree in accounting, Finance, Business, or a related field, or equivalent practical experience.
3–5 years of hands-on, full-cycle payroll experience, ideally in a multi-state environment.
Working knowledge of federal and state payroll tax and wage and hour law, especially California.
Experience with a major payroll platform such as ADP, Workday, UKG, Paylocity, or Rippling.
Strong Excel skills, including pivot tables, VLOOKUP/XLOOKUP, and reconciliations.
High attention to detail and a track record of accuracy under recurring deadlines.
Sound judgment handling confidential compensation and personal data.
Clear written and verbal communication with employees at every level.
Preferred qualifications
Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC).
Experience at a public company or a company preparing for or recently through an IPO, including SOX controls.
Exposure to international payroll or managing a global payroll vendor.
Experience in medical devices, life sciences, or another regulated industry.
Experience implementing or migrating payroll or HRIS systems.
The expected base salary range for this role is $85,000 - $115,000 plus bonus.
Heartflow is an Equal Opportunity Employer. We are committed to a work environment that supports, inspires, and respects all individuals and do not discriminate against any employee or applicant because of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law. This policy applies to every aspect of employment at Heartflow, including recruitment, hiring, training, relocation, promotion, and termination.
Positions posted for Heartflow are not intended for or open to third party recruiters / agencies. Submission of any unsolicited resumes for these positions will be considered to be free referrals.
Heartflow has become aware of a fraud where unknown entities are posing as Heartflow recruiters in an attempt to obtain personal information from individuals as part of our application or job offer process. Before providing any personal information to outside parties, please verify the following: A) all legitimate Heartflow recruiter email addresses end with “@heartflow.com” and B) the position described is found on our careers site at www.heartflow.com/about/careers/.
