About Cadencia

At Cadencia, we specialize in connecting top-tier professionals with leading U.S. and Canadian companies. Founded in 2021, our mission is to deliver exceptional results through our talented team members in roles such as accounting, bookkeeping, project management, administrative support, and more.

Headquartered in Guadalajara, Mexico, we are proud to create opportunities for professionals to work in a supportive, growth-oriented environment. Team members are employed by Cadencia, but partner daily with an external client. We have opportunities for in-office and remote work, attracting candidates from throughout Mexico.

At Cadencia, we value innovation, teamwork, proactivity, critical thinking, and a commitment to excellence. We believe in rewarding our team for their hard work through competitive compensation, career mapping, a great benefits plan, and profit-sharing.

By joining Cadencia, you become part of a dynamic, forward-thinking, joyful organization that values your expertise and career aspirations.

Explore opportunities with us and be a part of a company that truly values its people. Together, we create impact and drive success!

About Bookkeeper360:

Bookkeeper360 is a fintech company helping small businesses manage their finances through cloud-based accounting, payroll, tax, and advisory services, powered by AI-driven insights. Since 2012, we’ve been a trusted partner to thousands of business owners and have earned recognition from NerdWallet, Forbes, and Entrepreneur as a top bookkeeping solution.

We’re proud to be named one of Accounting Today’s 2024 Best Firms to Work For and a Fastest Growing Company by Inc. 5000. With a 4.8-star Google rating from 1,000+ clients, we’re growing fast and expanding our team to meet demand.

About the role:

As a Senior Payroll Specialist, you’ll work with a diverse portfolio of client accounts, supporting 40–60 small businesses across multiple industries and states. You’ll serve as a trusted payroll expert, handling everything from processing and registrations to troubleshooting and platform migrations, ensuring every client’s payroll is accurate, compliant, and on time.

You’ll collaborate closely with our Payroll & HRIS Manager to deliver exceptional client experiences while identifying process improvements that scale.

What you'll do:

Payroll Processing & Compliance

• Process and review multi-state payrolls (weekly, biweekly, semimonthly, and monthly) for a portfolio of 40-60 clients using Gusto, ADP, Paychex, and Justworks, ensuring accuracy, timeliness, and compliance with all deadlines.
• Lead or assist with migrating clients between payroll systems, ensuring accurate data transfers, beginning balances, and compliance alignment.
• Set up and maintain earnings, deductions, reimbursements, and benefits (401(k), HSAs, FSAs, stipends, garnishments).
• Ensure compliance with minimum wage, overtime, and final pay laws across all 50 states.
• Reconcile payroll journals, tax liabilities, and GL postings with accounting teams, ensuring accuracy and timely completion each cycle.
• Identify and correct discrepancies quickly to prevent payroll delays, escalating complex situations when appropriate.

Tax Registrations, Filings & Issue Resolution:

• Coordinate state withholding and unemployment insurance registrations for new employers and handle updates or closures as needed.
• Troubleshoot federal and state payroll tax filings (941, 940, CA DE-9/DE-9C, NY-45, etc.) when filings fail or require intervention.
• Research and assist with amended or prior-period filings (941-X, state amendments, zero filings) under the guidance of the Payroll & HRIS Manager.
• Respond to payroll tax notices or discrepancies, collaborating with agencies or software providers to resolve issues efficiently.
• Maintain an organized database of state registration details, agency credentials, and filing requirements to support departmental consistency.

Client Communication & Collaboration:

• Serve as a primary payroll contact for a large client base, providing clear, timely, and professional communication.
• Work closely with multiple clients simultaneously, ensuring accurate and on-schedule payroll delivery across all accounts.
• Coordinate payroll system transitions by supporting clients through onboarding, data collection, and platform setup.
• Provide expert, approachable guidance on payroll tax, benefits, compliance, and best practices to small business owners and internal teams.
• Collaborate cross-functionally with bookkeeping, tax, and HRIS teams to ensure seamless service delivery.
• Contribute to departmental SOPs, templates, and process improvements to enhance efficiency and scalability.

What Gets You to the Top of the List:

• 5+ years of payroll experience, including multi-state processing and client-facing interaction.
• Hands-on experience registering and maintaining state withholding and unemployment accounts.
• Solid understanding of payroll tax filings (federal and state) and ability to identify and resolve filing discrepancies.
• Working knowledge of labor laws (final pay, overtime, exempt vs. nonexempt, wage theft prevention, etc.).
• Proven ability to manage complex client relationships with professionalism and confidence.
• Adaptability to work across multiple platforms (Gusto, ADP, Paychex, Justworks, Rippling, or similar).
• Strong attention to detail and commitment to compliance.
• Comfort in a remote, fast-paced, client-facing environment.