Senior Payroll Accountant

SUMMARY

Airshare is a company that values its people and recognizes their contributions to the success of the organization. We believe in teamwork and collaboration to ensure that customers are safely and punctually transported to their destinations. Whether you work as a pilot, mechanic, or part of the operations team, Airshare acknowledges the critical role each individual plays in the seamless execution of every trip. The company prides itself on delivering exceptional service and has fostered a dynamic and rewarding culture.

The Senior Payroll Accountant supports accurate, timely, and compliant payroll administration for a multi-state workforce. Reporting to the Senior Accounting and Payroll Manager, this role performs and reviews day-to-day payroll activities, provides advanced support for complex payroll matters, and serves as the primary resource for payroll tax administration and compliance.

The position takes a lead role in establishing and maintaining federal, state, and local payroll tax accounts, researching and resolving tax notices and jurisdictional issues, and coordinating with payroll providers and government agencies. The Senior Payroll Accountant also supports the Payroll Manager with payroll accounting, reconciliations, audits, reporting, systems administration, process improvements, and internal controls. This position will require you to work in the Corporate Headquarters office located in Overland Park, KS. This is not a remote or hybrid role.

ESSENTIAL DUTIES

Payroll Operations

• Perform and support accurate and timely processing of regular, off-cycle, bonus, and special payroll runs.
• Review payroll inputs and outputs for accuracy, including earnings, deductions, benefits, garnishments, and tax withholdings.
• Maintain payroll calendars, processing schedules, records, and supporting documentation.
• Research and resolve complex payroll discrepancies and employee inquiries, escalating significant or policy-related matters to the Payroll Manager and/or HR Director.
• Support the Payroll Manager in reviewing payroll transactions, funding requirements, controls, and processing exceptions.
• Assist with maintaining payroll policies, procedures, and standard operating documentation.
• Liaison with 3rd-party processor, Paycom.

Payroll Tax Administration and Compliance

• Serve as the primary resource for federal, state, and local payroll tax administration and compliance matters.
• Lead the setup of new payroll tax accounts and registrations, including state and local withholding and unemployment accounts, in coordination with the Payroll Manager, payroll provider, and other internal stakeholders.
• Maintain payroll tax accounts, filing frequencies, rates, agency access, powers of attorney, and jurisdictional requirements for a multi-state workforce.
• Monitor quarterly and annual payroll tax filings, W-2 processing, and year-end activities; identify discrepancies and coordinate corrections with the payroll provider and Payroll Manager.
• Research, respond to, and resolve payroll tax notices, agency inquiries, account discrepancies, and filing issues, escalating material exposures or unresolved matters as appropriate.
• Monitor payroll tax developments and recommend updates to procedures, system setup, and employee taxation practices.
• Coordinate with our payroll provider and government agencies on complex tax issues, escalating external tax issues under the direction of the Controller.
• Review the payroll tax treatment of fringe benefits, relocation benefits, taxable compensation, imputed income, remote employees, state-to-state work arrangements, and business expansion activities.
• Maintain organized support for registrations, filings, notices, correspondence, and tax account changes to promote audit readiness.

Accounting, Audit, and Reporting Support

• Prepare payroll reports, schedules, and supporting detail for payroll accounting and month-end close.
• Support the Payroll Manager and Accounting team with payroll journal entries, accruals, general ledger reconciliations, and payroll-related liability reconciliations.
• Investigate payroll-to-general-ledger variances with Payroll Manager to provide clear supporting documentation for resolution.
• Prepare tax and compliance surveys and reports not provided by our HRIS , as well as ad hoc analyses.
• Support internal and external payroll audits by preparing documentation, responding to requests, and helping resolve findings.
• Maintain complete and accurate payroll records in accordance with company requirements and applicable retention rules.

Systems and Process Improvement

• Support payroll and HRIS system administration, including configuration review, testing, upgrades, and integrations.
• Assist with evaluating and implementing payroll process improvements, automation opportunities, and control enhancements.
• Maintain payroll-related standard operating procedures, process documentation, and training materials.
• Perform data validation and help maintain data integrity across payroll, benefits, Human Resources, and accounting systems.

Employee and Cross-Functional Support

• Provide knowledgeable and responsive support for payroll questions from employees, Human Resources, Benefits, and Accounting.
• Keep abreast of HRIS updates and advise HR and Payroll teams of system enhancements.
• Partner with Human Resources on compensation changes, benefits, leave programs, onboarding, offboarding, and other payroll-impacting activities.
• Provide guidance and training to payroll process participants on established procedures and compliance requirements.
• Serve as backup to other accounting team members in areas such as cash reconciliation, customer payment application, and certain non-payroll-related GL account reconciliations at month-end.