Payroll Specialist, Employee Expenses (Remote USA )

You have at least three years of employee expense management experience under your belt. This isn’t your first rodeo. You likely won’t have dealt with everything you’ll encounter at Zapier, but you have a background of experiences that guide your decision making and you can use that to come up with smart and creative solutions.

You are willing to take on any task. Zapier is a fast-growing and nimble team. You’ll be part of a small, but mighty accounting team that has their hands in multiple aspects of the business. You’re eager to take on any project that comes your way no matter how big or how small.

Your organizational skills are top-notch. You’ll be responsible for multiple projects and tasks at any given time and can keep these organized and prioritized to ensure work gets done right and on deadline. You like to get things done.

You have strong communication skills and work well cross-functionally. You are comfortable communicating with all levels of the organization and respond quickly and accurately to questions directed to the accounting team. You have great written skills to help create and update documentation that is clear, concise, and consistent with Zapier’s tone. You leverage your collaboration and communication skills to support cross-functional initiatives.

You’re resourceful. When you encounter a task you haven’t done before, you know how to leverage Google, your network, your teammate’s knowledge, and whatever other resources available to find a good path forward. Zapier values employees who operate just like our software, isolating a need and stepping outside tradition to find new ways to answer that need.

You have an eye for detail. You love getting into the nitty-gritty, but also have the ability to take a step back and see the bigger picture.

You love improving processes. You are not scared to get your hands dirty and improve processes to make them as efficient and easy to understand for your fellow employees as possible.

Things You’ll Do

• Manage our employee expense program, with Navan or similar system experience being a bonus.
• Uphold spending and travel policies, handle user accounts, approve purchases and reimbursements, and assist departments like Events with policy management.
• Conduct periodic transaction reviews/audits to ensure completeness (receipts uploaded, expenses correctly coded), purchase cards, and funding limits.
• Respond to Navan-related queries on Slack within accounting SLA, and follow up on uncompleted or mischarged transactions.
• Manage lost receipt forms.
• Update process documentation for both accounting and business users
• Administer user accounts in the system, ensuring receipt of physical cards and troubleshooting card issues.
• Draft clear communications regarding employee expenses under tight deadlines, welcoming feedback for effective message delivery on intranet and Slack.
• Engage in cross-functional projects impacting employee expenses, perks, and events, such as drafting announcements, crafting policies, and managing expense programs.
• Ensure transaction accuracy, maintain Excel templates for uploading to Netsuite.
• Streamline the small events process in collaboration with other departments like events, marketing, sales, etc.
• Work closely with the Navan representative to address any system issues or feature requests and review trend analysis at least once per year
• Enhance controls including but not limited to user access and policy assignments and purchase card approvals

Other responsibilities may include:

• Expense-related tasks for payroll and tax inclusion. Providing and auditing recorded amounts prior to the tax year close
• Coordinating with internal and external contacts around policy changes and their respective reporting/taxation requirement changes
• Basic payroll administration including: data entry, reconciliation and review
• Coordination with cross-functional teams regarding employee Perks and event opportunities

Zapier Compensation Guiding Principles

We believe all Zapiens should be rewarded competitively and equitably, using practices that are simple and transparent. This philosophy ensures we’re able to find, grow, and retain exceptional people from a broad range of backgrounds. Here’s how we define our compensation principles:

• Competitive: Zapier pays well among the technology sector.
• Equitable: Consistent pay practices; competency-based pay.
• Simple: Pay is well understood, and pay practices are built for scale.
• Transparent: Zapiens know how pay works, including how their pay is determined.

The pay ranges for this role are:

USA: 71,000 – 106,500 USD

Canada: 71,000 – 106,500 CAD