Payroll and Stock Plan Administrator

Finance Austin, Texas


The payroll and stock plan administrator will be responsible for ensuring the company’s payroll is calculated accurately by the third party provider and that employees are paid on time. This position will also be responsible for ensuring that the company’s stock option data are maintained accurately and are updated in a timely manner. The incumbent is expected to understand laws and regulations pertaining to employee compensation and ensure that our organization adheres to such standards. This position will be located in Austin, TX and will report to the Corporate Controller.

Payroll Administration:

  • Processes different payroll schedules (regular weekly and bi-weekly and off cycles).
  • Ensures accuracy of payroll calculations, including deductions, commissions and bonuses.
  • Ensures compliance with applicable government regulations, understanding federal and state specific requirements impacting payroll.
  • Timely communicates with payroll provider of any changes to payroll, such as new and terminated employees, salary adjustments, commissions and bonuses.
  • Audits payroll information for accuracy.
  • Tracks and records all employee additions, terminations, status changes or changes to other personal information as they relate to necessary payroll records including employee payroll or benefits records or other data as required.
  • Reviews and processes payroll adjustments, including vacation, sick, and other leaves.
  • Manages and maintains benefits accrual balances.
  • Serves as the primary interface with service provider on payroll/taxation matters. Works with payroll provider and State agencies to reconcile tax inquiries and discrepancies.
  • Reconciles payroll deposits, tax withholdings, wage garnishments and voluntary deductions.
  • Manages employment verifications, unemployment inquires, and garnishment setup with payroll provider.
  • Primary point of contact for employees with regards to payroll inquiries.
  • Coordinates the timely distribution of W2 and ACA 1095-C forms to employees annually.
  • Manages 401K plan reconciliation and calculation for matching contributions and annual audit compliance.

Stock Plan Administrator:

  • Timely record keeping for stock option activity such as grants, cancellations and exercises.
  • Monthly reconciliation of stock option records with company registrar.
  • Support the annual preparation of income tax forms for employees related to stock option exercises.
  • Supporting the annual financial statement audit in the areas of payroll and stock options.
  • Work collaboratively with other employees and groups in the company, primarily with HR and Accounting.
  • Assist in general accounting, as needed.

Required Skills and Qualifications:

  • 5+ years of experience in being hands on with payroll processing, with at least 2 of those years being in a supervisory role of managing staff or an outsourced vendor.      
  • 2+ years of experience in administering stock plans.
  • Experience with payroll implementation.
  • Must have thorough knowledge of payroll taxes (including multi state), compliance, cafeteria benefits, fringe benefits, garnishments, etc.
  • Comprehensive knowledge of all pertinent federal and state regulations, filing and compliance requirements both adopted and pending affecting employee benefit programs, including ERISA, COBRA, FMLA, ADA, SECTION 125, Workers Compensation, Medicare, and Social Security and DOL requirements.
  • Good working knowledge of Microsoft Word and Excel
  • Strong interpersonal skills and ability to interact and work with staff at all levels.
  • Strong verbal and written communication skills to address employee concerns and questions.
  • Attention to detail is a must, as the position requires meticulous record-keeping and accuracy in payroll and benefits expenditures.
  • In depth understanding of payroll calculations such as over time, differential pay for shift work and deductions.
  • The ability to stay organized.
  • The ability to prioritize and manage competing priorities.
  • Hands on experience in payroll software.
  • Hands on experience in Equity Edge will be useful.
  • Ability to maintain confidentiality.

Company Summary:
HeartFlow is an exciting, revolutionary, medical software start-up that has received international recognition for exceptional strides in healthcare innovation. We are changing cardiovascular healthcare through improvements in the accuracy of non-invasive tests for Coronary Artery Disease, the most common form of Heart Disease and the number one killer of men and women in the United States. HeartFlow operates as a SaaS business that processes standard Computed Tomographic (CT) imaging to generate 3D models of patients’ coronary arteries for physicians’ use. HeartFlow is a VC-backed, pre-IPO company that received FDA clearance in 2014. We are based in Redwood City with an existing and expanding presence in Europe and Japan.

HeartFlow, Inc. is an Equal Opportunity Employer. This company does not and will not discriminate in employment and personnel practices on the basis of race, sex, age, handicap, religion, national origin or any other basis prohibited by applicable law. Hiring, transferring and promotion practices are performed without regard to the above listed items.

Positions posted for HeartFlow are not intended for or open to third party recruiters / agencies. Submission of any unsolicited resumes for these positions will be considered to be free referrals.