Payroll Specialist, Employee Expenses

Location: America’s

Hi there!

We're looking for an Employee Expense Payroll Specialist to join the Accounting team at Zapier. Zapier’s on a mission to make everyone more productive at work. Zapier has helped millions of people build businesses through the power of automation. If you have experience managing an employee expense program, enjoy working directly with internal and external teams and thrive in a fast-paced environment, read on ...

Our Commitment to Applicants

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Zapier Code of Conduct

Diversity and Inclusivity at Zapier

About You

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

A Candidate's compensation package is finalized once the interview process is concluded and accounts for experience, competencies (job knowledge, skills and abilities) and internal equity. We use a competency-based approach to base pay, which means we set pay for all Zapier employees based on their competency and skills demonstrated in their role. In alignment with that philosophy, the upper half of a pay range is typically reserved for individuals who have consistently demonstrated a high level of job knowledge and skills for their current role and level while at Zapier.

For more information on Zapier’s Total Rewards please click here.

How to Apply

At Zapier, we believe that diverse perspectives and experiences make us better, which is why we have a non-standard application process designed to promote inclusion and equity. We're looking for the best fit for each of our roles, regardless of the type of education or companies in your background, so we encourage you to apply even if your skills and experiences don’t exactly match the job description. All we ask is that you answer a few in-depth questions in our application that would typically be asked at the start of an interview process. This helps speed things up by letting us get to know you and your skillset a bit better right out of the gate. Please be sure to answer each question; the resume and CV fields are optional.

After you apply, you are going to hear back from us—even if we don’t see an immediate fit with our team. In fact, throughout the process, we strive to never go more than seven days without letting you know the status of your application. We know we’ll make mistakes from time to time, so if you ever have questions about where you stand or about the process, just ask your recruiter!

Zapier is an equal-opportunity employer and we're excited to work with talented and empathetic people of all identities. Zapier does not discriminate based on someone's identity in any aspect of hiring or employment as required by law and in line with our commitment to Diversity, Inclusion, Belonging and Equity. Our code of conduct provides a beacon for the kind of company we strive to be, and we celebrate our differences because those differences are what allow us to make a product that serves a global user base. Zapier will consider all qualified applicants, including those with criminal histories, consistent with applicable laws.

Zapier is committed to inclusion. As part of this commitment, Zapier welcomes applications from individuals with disabilities and will work to provide reasonable accommodations. If reasonable accommodations are needed to participate in the job application or interview process, please contact jobs@zapier.com.

Even though we’re an all-remote company, we still need to be thoughtful about where we have Zapiens working. Check out this resource for a list of countries where we currently cannot have Zapiens permanently working.

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