smartsheet San Jose, CR Full-time 2024-03-18

Smartsheet is looking for a Payroll Specialist with a strong track record of success to join a growing Finance team in a high-growth Software as a Service (SaaS) company. The role will provide direct employee payroll support, processing, and reconciliation. The ideal candidate will have exceptional communication skills and the ability to think outside the box for problem solving.  We are looking for process improvers that can support payroll operations with minimal supervision and take pride in providing a world-class customer experience to Smartsheet employees globally.

This role will work closely with the People and Culture team, support US bi-weekly/Costa Rica monthly payrolls and will interact closely with our accounting teams to complete any close-related tasks.  

This important position reports to the Payroll Manager based in the US.

You Will:

  • Help with international payroll processing for Costa Rica/U.S. bi-weekly and implementation of other international expansions 
  • Cross train and assist with the US payroll processing team to provide backup (related to US off-cycle pay runs, stock payrolls, processing terminations, timesheets, 401k and garnishments, etc.)
  • Review new hires, master file changes from Workday, and reconcile payroll files from international vendor
  • Manage workflow to ensure all payroll related transactions are processed timely and accurately
  • Assist with GL creations in the U.S. with supporting documentation for each payroll for the accounting team
  • Process employment income verifications for both U.S. and Costa Rica
  • Monitor and respond to payroll queries/tickets raised by employees in a timely manner
  • Work closely with PeopleOps, Benefits, Compensation, Stock and Accounting teams to document payroll changes and processes
  • Contribute to the development and routine updates of documentation to ensure standard  operating procedures are current
  • Keep apprised of federal, state and local compensation laws and regulations in order to ensure company compliance
  • Act as a point of contact for employees on a variety of employment and People-related inquiries and liaison between the Compensation, Benefits, Payroll, Office, and IT teams
  • Other responsibilities include but are not limited to participation in special projects and ad hoc analyses as assigned

You Have:

  • University degree or equivalent work experience
  • 3+ years of direct payroll experience processing multi-state payroll including international regions
  • Experience with international payroll and a working knowledge of international payroll-related requirements and regulations (Costa Rica and U.S.)
  • Experience with Smartsheet and Workday Payroll is a plus
  • Familiarity with Cloudpay, OneSource Virtual, Fidelity or other Payroll and HR equivalent systems 
  • Solid understanding of local, state, and federal payroll and tax laws
  • Effective interpersonal skills, including the ability to interact with individuals inside and outside Smartsheet in a way consistent with our values and commitment to service
  • Direct, approachable, and clear written and verbal communicator to include proficiency in English language
  • Strong attention to detail with high level of accuracy
  • Ability to work independently, manage shifting priorities, demonstrate good personal judgment, and effectively handle tasks under pressure
  • Flexibility in handling workload fluctuations and multiple requests
  • Acute understanding of confidentiality and access to sensitive information
  • Advanced level of proficiency using Microsoft Office and Google for Work

Perks & Benefits:

  • Fully paid Health & Life insurance for full-time employees and family members
  • Equity – Restricted Stock Units (RSUs) for eligible roles
  • Monthly stipend to support your work and productivity
  • Asociacion Solidarista with employee and employer contributions as well as potential alliances with entities such as universities, gyms, etc.
  • 12 days paid Vacation + Flexible Time Away Program
  • 20 weeks fully paid Maternity Leave
  • 12 weeks fully paid Paternity/Adoption Leave
  • Personal paid Volunteer Day to support our community
  • Opportunities for professional growth and development including access to LinkedIn Learning online courses
  • Company Funded Perks including a counseling membership and your own personal Smartsheet account
  • Teleworking options from any registered location in Costa Rica (role specific)


Get to Know Us:

At Smartsheet, we’ve created a place where everyone is welcome — people from all over the world, all backgrounds, all ages, all colors, and all beliefs working side by side. Here, everyone can make a difference and empower others to do the same. You’re encouraged to apply even if your experience doesn’t precisely match our job description—if your career path has been nontraditional, that will set you apart. At Smartsheet, we empower everyone, everywhere to change the way the world works—join us!

Equal Opportunity Employer:

Smartsheet is an Equal Opportunity Employer committed to fostering an inclusive environment with the best employees. We provide employment opportunities without regard to any legally protected status in accordance with applicable laws in the US, UK, Australia, Japan, Costa Rica, and Germany. If there are preparations we can make to help ensure you have a comfortable and positive interview experience, please let us know.