Brief Description
Job Title: Payroll & Expense Specialist
Department: Finance
Reports to: Senior Accounting Manager
Employment Type: Full-Time, Exempt
About Precision IO Group
Precision IO Group is a newly formed entity created through the combination of Quantum Surgical and NeuWave Medical — bringing together complementary technologies, expertise, and global capabilities in interventional oncology.
The Group is dedicated to advancing cutting-edge innovation that empowers physicians to deliver precise, minimally invasive cancer treatments and improve outcomes for cancer patients. By integrating robotics, AI and enabling remote procedures, the Precision IO Group aims to transform the standard of care in tumor ablation and interventional oncology procedures.
Dedicated to elevating interventional oncology programs and outcomes, Quantum Surgical and NeuWave Medical integrate advanced robotic guidance with precision microwave ablation, empowering physicians to treat more challenging lesions for more patients with consistent, evidence-backed solutions.
Position Summary
As Payroll & Expense Coordinator, you will own the end-to-end payroll cycle for our ~140-person workforce and serve as the first point of contact for employee payroll and expense questions. You will report directly to the Senior Accounting Manager and work closely with HR and department leaders. This is a high-trust, detail-intensive role where accuracy and confidentiality are non-negotiable.
Key Accountabilities
Payroll
- Run bi-weekly payroll for approximately 140 exempt and non-exempt employees using UKG; ensure accurate processing of new hires, terminations, status changes, and mid-cycle adjustments.
- Reconcile payroll registers prior to each cycle submission; resolve discrepancies before funds are released.
- Manage garnishments, levies, and other court-ordered deductions in coordination with the Senior Accounting Manager and HR.
- Review payroll tax returns and remittances (federal, state, local) that are filed by our payroll processor UKG; review year-end W-2 reports that will be processed by UKG.
- Maintain payroll records in compliance with federal and state retention requirements; support internal and external audits with accurate documentation.
- Partner with HR on benefit deduction changes, leaves of absence, and employment verifications that affect payroll.
- Serve as the primary employee contact for payroll-related questions; resolve issues with professionalism and speed.
Expense Reporting
- Administer the company's T&E expense reporting process; review and audit employee expense reports for policy compliance, appropriate approvals, and accurate GL coding.
- Process approved expense reimbursements by routing audited Concur reports to accounts payable for payment through NetSuite; ensure timely and accurate posting to the general ledger.
- Identify and flag out-of-policy submissions; communicate exceptions to managers and the Senior Accounting Manager.
- Maintain expense reporting documentation and assist with periodic spend analysis for finance leadership.
Other Tasks
- Complete other tasks as required by the Senior Accounting Manager
Education, Experience & Skills
Must-Haves
- 3+ years of end-to-end payroll processing experience, including tax filing and year-end close, for a company with 100+ employees.
- Associate's or Bachelor's degree in Accounting, Finance, Business, or related field — or equivalent practical experience.
- Demonstrated accuracy and attention to detail — you catch errors before they become problems.
- Working knowledge of federal and state payroll tax law; familiarity with multi-state payroll is a plus.
- Proficiency in UKG (formerly Kronos/UltiPro) or equivalent enterprise payroll platform; UKG experience strongly preferred.
- Strong Excel skills — comfortable with reconciliations, pivot tables, and audit-ready workpapers.
- Ability to handle highly confidential information with discretion and professionalism at all times.
- Strong written and verbal communication skills — you can explain a payroll discrepancy clearly to an employee and a tax nuance clearly to your manager.
- Complete other tasks as required by the Senior Accounting Manager
Nice-to-Haves
- Experience in a manufacturing or medical device environment.
- Experience with Concur for expense management and NetSuite for accounts payable — both used in this role.
Physical Requirements
The physical demands described within the Key Accountabilities section of this job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to be independently mobile. The employee is also required to interact with a computer, and communicate with peers and co-workers. Upon request, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This job description is intended as a summary of the primary responsibilities of and qualifications for this position. The job description is not intended as inclusive of all duties an individual in this position might be asked to perform or of all qualifications that may be required either now or in the future.
Location
This position will be either remote or based in Madison, WI.
Equal Opportunity Employer
Precision IO Group is an equal opportunity employer. We are committed to creating an inclusive environment and do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status.