Payroll Analyst
Heartflow is a medical technology company advancing the diagnosis and management of coronary artery disease, the #1 cause of death worldwide, using cutting-edge technology. The flagship product—an AI-driven, non-invasive cardiac test supported by the ACC/AHA Chest Pain Guidelines called the Heartflow FFRCT Analysis—provides a color-coded, 3D model of a patient’s coronary arteries indicating the impact blockages have on blood flow to the heart. Heartflow is the first AI-driven non-invasive integrated heart care solution across the CCTA pathway that helps clinicians identify stenoses in the coronary arteries (RoadMap™Analysis), assess coronary blood flow (FFRCT Analysis), and characterize and quantify coronary atherosclerosis (Plaque Analysis). Our pipeline of products is growing and so is our team; join us in helping to revolutionize precision heartcare.
Heartflow is a publicly traded company (HTFL) that has received international recognition for exceptional strides in healthcare innovation, is supported by medical societies around the world, cleared for use in the US, UK, Europe, Japan and Canada, and has been used for more than 750,000 patients worldwide.
The Payroll Analyst runs accurate, on-time, compliant payroll for Heartflow's employees across multiple states and, where applicable, international locations. You will own day-to-day payroll processing, reconcile payroll data against the general ledger, and partner with HR, Finance, and Accounting to keep compensation, benefits, and tax data correct.
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.
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