Payroll Specialist - Hybrid

Job Type Full-time Description Payroll Specialist Department: Finance | Reports To: Payroll Supervisor | FLSA: Non-Exempt | Status: Full-Time Position Summary The Payroll Specialist supports the accurate and timely processing of payroll for all organization personnel. Reporting to the Payroll Supervisor, this role handles day-to-day payroll processing, maintains payroll records and data integrity, prepares payroll reports, and assists with payroll accounting, compliance, and reconciliation. The Payroll Specialist works closely with HR, Finance/Accounting, department managers, employees, and payroll vendors to resolve questions and discrepancies. This position requires a high level of confidentiality, accuracy, organization, and professionalism. Requirements Essential Functions Payroll Processing Assist with accurate and timely processing of biweekly and off-cycle payrollsReview, verify, and input payroll data, including hours, overtime, PTO, bonuses, commissions, deductions, benefits, reimbursements, and adjustmentsReview payroll for completeness, accuracy, and compliance before submissionProcess employee changes, including new hires, terminations, transfers, pay rate and department changes, tax withholdings, direct deposits, deductions, and benefit electionsProcess and verify federal and state tax withholdings, deductions, and garnishmentsReview timekeeping and attendance records and work with managers and HR to resolve discrepancies Reporting, Reconciliation & Audits Prepare routine payroll reports (gross payroll, hours, PTO balances/accruals, deductions, taxes, benefits)Assist with payroll reconciliations and resolve discrepancies in a timely mannerSupport monthly, quarterly, and year-end reporting, including W-2 preparation and reconciliationAssist with payroll audits and provide supporting documentationMaintain payroll records in line with company policy and record-retention requirements Systems & Process Improvement Assist with payroll system maintenance, testing, and data integritySupport system upgrades, implementations, and integrations as assignedIdentify opportunities to improve payroll processes, controls, efficiency, and accuracy Compliance & Customer Service Respond promptly and professionally to employee and manager payroll questionsHelp ensure payroll practices comply with federal, state, and local laws, including wage and hour requirementsStay informed of payroll changes and communicate potential issues to managementEscalate complex or high-risk payroll issues to management in a timely mannerMaintain confidentiality of compensation, tax, banking, benefit, and other sensitive informationPerform other duties and special projects as assigned Required Qualifications High school diploma or GED3–5 years of payroll experience, preferably in a multi-state or complex payroll environmentWorking knowledge of payroll processing principles and practicesExperience with payroll systems (Paylocity strongly preferred)Proficiency in Microsoft Office, especially Excel, Word, and OutlookStrong attention to detail, organization, and ability to meet payroll deadlinesAbility to research discrepancies and resolve routine payroll issues independentlyStrong written and verbal communication skillsAbility to maintain strict confidentiality Preferred Qualifications Associate’s or Bachelor’s degree in Accounting, Finance, HR, Business Administration, or related fieldExperience processing payroll for multiple locations or statesExperience in healthcare, ophthalmic, medical, or similarly regulated industriesExperience with payroll reconciliations, payroll-related accounting, audits, and year-end W-2 processesKnowledge of federal and California payroll requirementsCertified Payroll Specialist (CPS) or other payroll certification; FPC or CPP a plus Knowledge, Skills & Abilities Knowledge of payroll taxes, deductions, timekeeping, PTO, and compensationStrong Excel skills (sort, filter, reconcile, analyze data)Strong math, analytical, and problem-solving skillsCustomer service mindset and ability to communicate effectively with all stakeholdersSound judgment and ability to escalate issues appropriatelyAbility to work independently and as part of a team in a fast-paced environmentIntegrity, accountability, and a continuous-improvement mindset Work Environment Primarily office-based with low to moderate noise. Regularly requires sitting, standing, walking, reaching, and using hands and fingers for computer and office equipment. May occasionally lift up to 20 pounds. Confidentiality This role has access to highly confidential employee information, including compensation, Social Security and tax information, banking details, benefits, and garnishments, and must safeguard it in accordance with company policy and applicable laws. This description reflects the general functions of the role and is not all-inclusive. Management may add, modify, or rescind duties as business needs require and will make reasonable accommodations so qualified employees can perform essential functions. Salary Description $27.00 - $32.00