Payroll Specialist

Job Description

Job Description

Description

Our client is looking for an accounting, payroll and benefits specialist for this highly trusted, detail-oriented role which is responsible for supporting accounts payable payroll administration, benefits administration, and regulatory compliance in accordance with California and federal laws
. This position requires strong technical expertise, discretion in handling confidential information, and the ability to manage recurring deadlines across multiple systems.

This role also plays a critical part in maintaining compliance with wage and hour laws, payroll tax requirements, benefits regulations, and reporting obligations.

Requirements

Essential Duties & Responsibilities

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* Accounts Payable
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• Upload and route vendor invoices through AP software for approval and processing.
• Assign accurate GL and department codes to invoices in the AP software.
• Manually enter vendor invoices into Sage Intacct, including utilities, legal, and miscellaneous invoices not processed through AP software.
• Prepare and process weekly Accounts Payable payment runs in a timely and accurate manner.
• Maintain organized records in accordance with retention and audit requirements.

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* Corporate Credit Card Administration
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• Assign proper GL and department codes to credit card transactions for all buildings.
• Monitor receipt uploads and follow up with cardholders to ensure policy compliance.
• Support reconciliation and internal controls related to corporate card usage.

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* Employee Expense Reimbursements
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• Review and process employee expense reimbursements in compliance with company policy and California reimbursement requirements.
• Ensure expenses are properly documented, approved, and coded prior to payment.

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* Payroll Administration & Compliance
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• Calculate and prepare final paychecks and manual payroll checks in compliance with California wage and hour laws, including final pay requirements.
• Process and respond to EDD forms, including Disability Insurance (DI), Paid Family Leave (PFL), Unemployment Insurance (UI) claims, and EDD audit requests.
• Process and submit garnishments and child support orders through Paycor in accordance with legal timelines.
• Respond to Verification of Employment (VOE) requests in a timely manner.
• Prepare and submit monthly Bureau of Labor Statistics (BLS) reports, as required.
• Prepare, review, and file annual EEO-1 and California Pay Data Reports.
• Respond to payroll tax notices and coordinate resolution with Paycor and applicable agencies.
• Learn and utilize Paycor reporting modules to support payroll, compliance, and audit reporting needs.
• Prepare employee documentation and reports in response to subpoenas and legal requests, maintaining confidentiality and accuracy.

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* Benefits Administration
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• Reconcile monthly benefit carrier invoices against payroll deductions, ensuring accuracy and timely resolution of discrepancies.
• Complete onboarding for new hires and process employee benefit status changes within the benefits administration system.
• Prepare and process Medical Support Notices (MSNs) in compliance with state ane federal requirements.
• Respond to workers’ compensation adjuster requests for wage statements and official job descriptions within required time frames.
• Manage monthly employee benefit programs and track participation.
• Complete and submit employer portions of supplementary benefits and disability claims.
• Run and audit employee hours monthly to ensure Affordable Care Act (ACA) compliance and accurate eligibility determinations.

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* Office & Purchasing Support
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• Place office and operational supply orders through Amazon and approved vendors.
• Support cost-effective purchasing and inventory management practices.
• Perform other duties and support projects as required.

Qualifications

• Minimum 3 years of experience in accounts payable, payroll administration, benefits administration, or accounting support.
• Strong knowledge of California payroll, benefits, and compliance requirements.
• Experience with Sage Intacct, Ottimate, Ramp, and Paycor preferred but not required.
• Solid understanding of GL coding, payroll processing, benefits reconciliation, and regulatory reporting.
• Proficiency in Microsoft Excel…