Payroll Accountant, Specialist

Position Title: Payroll Accountant, Specialist

The American Institute of Physics (AIP) is a federation of 10 Member Societies which together have nearly 120,000 members across the globe. Founded in 1931, AIP is a federation that advances the success of our Member Societies and an institute that engages in research and analysis to empower positive change in the physical sciences. Our overarching strategy is to advance the physical sciences with a unifying voice of strength from diversity.

We want you to become a part of our mission and join our dynamic team!

AIP is seeking a detail-oriented and experienced Payroll Accountant to join our dynamic Finance and Administration team. In this vital role, you will oversee the end-to-end payroll process and ensure accurate, timely payroll administration for AIP, AIP Publishing, and select Member Societies. Working collaboratively with our Talent and Culture team, you will manage biweekly payroll operations, maintain payroll tax compliance across multiple jurisdictions, and support key financial processes including account reconciliations, journal entries, and budget planning.

This position requires in-depth experience with ADP Workforce Manager payroll and a solid grasp of payroll regulations and multi‑state compliance. If you are passionate about accuracy, thrive in a collaborative environment, and are excited to contribute to the mission of advancing the physical sciences, we encourage you to apply.

As the Payroll Accountant at AIP, you will play a critical role in ensuring the accurate and timely processing of payroll and related financial activities. Your responsibilities include:

• Process bi-weekly payroll for AIP and four affiliated organizations, totaling 300+ employees.
• Prepare and post bi-weekly payroll journal entries, including entries for Member Societies.
• Manage third‑party filings and ensure timely retirement contribution submissions.
• Maintain and oversee all time‑keeping systems and payroll coding structures.
• Review and validate tax filings completed by ADP.
• Perform monthly reconciliations of all payroll‑related accounts.
• Monitor and interpret payroll‑related legislation and regulatory updates to ensure compliance.
• Create and maintain custom reports within ADP Workforce Now.
• Evaluate payroll processes and internal controls; recommend and implement process improvements.
• Lead personnel budget planning and analysis in collaboration with Finance.
• Support the annual salary and benefits budgeting process.
• Assist with the annual retirement plan audit.
• Manage all year‑end payroll activities and verify the accuracy of W‑2 forms prepared by ADP.

• Bachelor’s degree in Accounting, Business Management, or related field required.
• Certified Payroll Professional (CPP) or equivalent certification is a plus.
• Minimum of 5 years of hands‑on payroll experience, including with ADP Workforce Manager.
• Experience managing payroll in mid‑to‑large organizations, including multi‑state payroll.
• Proficiency in ADP Workforce Now and Kronos (or equivalent time‑keeping systems).
• Advanced Microsoft Excel skills, including functions such as SUMIFS, VLOOKUP, and pivot tables.
• Strong written and verbal communication skills.
• Proven ability to collaborate effectively across departments and with senior leadership.
• Excellent organizational, analytical, and problem‑solving abilities.
• In‑depth understanding of payroll regulations and tax compliance requirements.
• Customer service mindset with a commitment to meeting deadlines and maintaining accuracy.

Include a resume and a cover letter. We encourage you to apply even if your experience does not fully match the position description. At AIP, we embrace considering people from a diversity of backgrounds and career experiences.

$77,440.00 - $85,184.00

AIP embraces a flexible hybrid work environment to balance in‑person collaborative work with remote work. The team works in a flexible, hybrid schedule and reports to our offices in College Park, Maryland and Washington, DC, as needed. Employees are required to reside in the DC Metro regions of Maryland, Virginia, or Washington, DC.…