Payroll Specialist

Position Summary

The Payroll Specialist is responsible for processing accurate and timely payroll for employees while ensuring compliance with federal, state, and local payroll regulations. This role maintains payroll records, audits employee data, handles payroll-related inquiries, and works closely with Human Resources, Accounting, and management to support payroll operations.

Essential Duties and Responsibilities

• Process weekly, bi-weekly, semi-monthly, or monthly payroll for employees.
• Review and verify employee timekeeping records for accuracy and completeness.
• Calculate wages, overtime, bonuses, commissions, retroactive pay, and other earnings.
• Process garnishments, child support orders, tax levies, and benefit deductions.
• Ensure compliance with federal, state, and local wage and tax laws.
• Maintain payroll records and employee payroll files.
• Prepare payroll reports and reconciliations for management and accounting.
• Resolve payroll discrepancies and employee payroll inquiries.
• Administer direct deposits and payroll adjustments.
• Coordinate payroll-related activities with Human Resources regarding new hires, terminations, leaves of absence, and employee status changes.
• Reconcile payroll liabilities, tax withholdings, and benefit deductions.
• Assist with year-end payroll activities, including W-2 processing and audits.
• Support payroll tax filings and respond to payroll-related requests from auditors and government agencies.
• Maintain confidentiality of employee information and payroll records.
• Identify opportunities to improve payroll processes and controls.

Qualifications

Education

• Associate's degree in Accounting, Finance, Business Administration, Human Resources, or related field preferred.
• Equivalent payroll experience may be considered in lieu of formal education.

Experience

• 2+ years of payroll processing experience required.
• Experience with multi-state payroll preferred.
• Experience processing payroll for 100+ employees preferred.

Knowledge, Skills, and Abilities

• Strong understanding of payroll laws, wage and hour regulations, and payroll tax requirements.
• Proficiency with payroll systems such as ADP, Paychex, UKG (Ultimate Kronos Group), Workday, or Ceridian Dayforce.
• Advanced Microsoft Excel skills, including formulas, pivot tables, and reporting.
• Strong attention to detail and high level of accuracy.
• Excellent analytical, problem-solving, and organizational skills.
• Ability to manage multiple deadlines in a fast-paced environment.
• Strong verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information.

Preferred Qualifications

• Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) certification through the American Payroll Association.
• Experience with ERP systems such as ADP, ADPWFN, PAYCOM
• Knowledge of California payroll regulations and labor laws.