Payroll Associate (B2B SaaS)

Prompt is revolutionizing healthcare by delivering highly automated and modern software to rehab therapy businesses, their teams, and the patients they serve. As the fastest-growing company in the therapy EMR space and the new standard in healthcare technology, we are committed to building a team that thrives in our fast-paced, innovative environment.

We’re seeking a Part-Time Payroll Associate who operates as a high-precision execution specialist. This individual would be a dedicated payroll expert who loves the rhythm of pure payroll processing. The ideal candidate has focused on payroll throughout their career, possesses a flawless eye for detail, and thrives in a dedicated execution role without the distraction of outside HR duties. In this role, you will work on average 20 hours a week to completely own and manage payroll for Prompt and all of its subsidiaries, handle multi-state payroll registrations, and maintain total data integrity within our system. If you are a seasoned payroll professional looking for a focused, part-time opportunity where you can step in and run a flawless process from day one, we’d love to hear from you.

Why Work for Prompt?

• BIG Challenges: Here at Prompt, we are solving complex and unique problems that have plagued the healthcare industry since the dawn of time.

• Talented People: Prompt didn't happen by chance; it's a team of incredibly talented and proven individuals who all made their mark before joining forces to build the greatest software on the planet for rehab therapists.

• Healthy Approach: This isn't an investment bank—we work long hours when it's needed, but at Prompt you own your workload and the entire organization takes a liking to smart work (over hard work).

• Positive Impact: Prompt helps outpatient rehab organizations treat more patients and deliver better care with less environmental waste. That means less surgery and less narcotic-based pain treatment, all while turning a paper-heavy industry digital. We aren't enthralled with patting ourselves on the back everyday, but it does feel good :).

Key Responsibilities

• End-to-End Payroll Processing: Own and manage the flawless execution of all regular and off-cycle payroll runs for Prompt and all of its subsidiaries, ensuring 100% accuracy and timely distribution.

• Payroll Registrations & Compliance: Actively manage, establish, and maintain payroll tax registrations across all federal, state, and local jurisdictions.

• System Administration: Serve as the hands-on primary administrator for our payroll software (Rippling), maintaining backend configuration and ensuring system data matches financial realities.

• Data Integrity & Auditing: Input, audit, and maintain precise employee payroll data (including hours, deductions, bonuses, garnishments, and tax withholdings) across all systems.

• Payroll Inquiry Management: Monitor the payroll inbox to directly troubleshoot and resolve employee inquiries strictly regarding paychecks, taxes, direct deposits, and deductions.

• Reporting & Auditing: Generate standard and ad-hoc payroll reports to support accounting reconciliation and leadership compliance reviews.

• Record Keeping: Securely organize and maintain highly confidential payroll documents, records, and files in strict compliance with retention laws.

Education & Experience

• Required: 5+ years of dedicated, end-to-end payroll processing experience (7+ years strongly preferred).

• Deep, proven expertise in managing multi-state payroll, payroll tax compliance, and entity registrations across multiple jurisdictions.

• Advanced, hands-on administrative proficiency with modern payroll software, with a strong preference for Rippling.

• Experience operating as the sole or primary payroll owner for an organization and its subsidiaries.

Skills & Competencies

• Organization & Attention to Detail: Exceptional organizational skills with the absolute ability to manage multiple tasks, prioritize effectively, and meet strict payroll deadlines.

• Technical Proficiency: Comfortable managing and navigating payroll software systems and tools, with strong Google Sheets skills for data reporting and analysis.

• Communication Skills: Excellent written and verbal communication skills, with the ability to interact professionally and discreetly with employees at all levels of the organization.

• Problem-Solving: A proactive, resourceful mindset with the ability to troubleshoot and resolve system or data issues independently.

• Confidentiality: A strict commitment to handling highly sensitive financial and employee information with utmost discretion and integrity.

• Adaptability: Thrives in a fast-paced, dynamic environment and is open to taking on new administrative challenges and responsibilities.

• Collaboration: A team player who works effectively across internal departments and alongside external vendors.

Perks - What You Can Expect:

• Competitive salaries

• Remote/hybrid environment

• Potential equity compensation for outstanding performance

• Flexible PTO

• Company-wide sponsored lunches

• Company paid disability and life insurance benefits

• Company paid family and medical leave

• Medical, dental, and vision insurance benefits

• Discounted pet insurance

• FSA/DCA and commuter benefits

• 401k

• Complimentary subscription to digital fitness classes and wellness content

• Recovery suite at HQ – includes a cold plunge, sauna, and shower