Payroll Specialist

ABOUT THIS JOB

CloudCFO is hiring a US Payroll Specialist to own payroll end to end for a group of four Illinois home care agencies (Angels Homecare Services, Royal Home Healthcare, Kyle's Care, and Haven). This is a CloudCFO position that works day to day with the agencies ownership and operations team.

Payroll is currently fragmented across several people. This hire consolidates it under one accountable owner: processing, filings, compliance, and verification.

WHY CLOUDCFO

CloudCFO has been helping businesses run their finances since 2016. Today we support 400+ clients Globally, and our Payroll team is a core part of how we do that.

In this role, you won't be one of many hands on a payroll. You'll be the owner. Four US agencies and around 400 caregivers will count on you to get it right every cycle.

SCOPE

• Approximately 400 employees across 4 agencies (separate entities/FEINs)
• Bi-weekly pay cycles for every agency
• W-2 employee payroll (contractor/1099 processing may remain with existing staff)

RESPONSIBILITIES

• Run the full bi-weekly payroll cycle for all four agencies accurately and on schedule
• Verify payroll source data (WellSky hours) before processing, and push finalized payroll to QuickBooks Desktop
• Perform post-payroll checks every cycle: confirm all payments went out correctly, pay rates are accurate for each employee, and payroll hours match billing hours
• Own the 941 process end to end: prepare and file the federal and state Form 941s and manage the corresponding tax payments; also handle Illinois unemployment filings • Own year-end processing and filings, including W-2s
• Track and administer PTO, including Illinois and local (Chicago/Cook County) paid leave requirements and company policies
• Administer FMLA tracking and documentation
• Handle IRS and state payroll correspondence and notices, including drafting responses (with written authorization where required)
• Administer Illinois Secure Choice retirement program reporting and contributions
• Maintain clean payroll records and reconciliations across all four entities, and flag discrepancies to ownership promptly
• Serve as the point of contact for payroll questions from agency staff
• Process payroll for multiple related entities, each with its own FEIN
• Prepare and respond to IRS and state agency payroll correspondence
• Reconcile payroll registers against tax filings and general ledger

REQUIREMENTS

• Hands-on US payroll experience, including payroll processing and federal/state payroll tax filings
• Working knowledge of quarterly 941 filings and year-end payroll reporting (W-2, W-3)
• Experience with QuickBooks or other US payroll/accounting software
• Strong attention to detail in verifying rates, hours, and payroll totals
• Availability for at least a half-day overlap with US Central business hours

PREFERRED

• QuickBooks Desktop experience
• Multi-entity payroll experience (multiple FEINs)
• Home care or healthcare industry payroll experience
• Illinois payroll experience (state unemployment, IL Secure Choice, Chicago/Cook County paid leave ordinances)
• ADP payroll platform experience