Payroll Specialist

Description

The Payroll Specialist is responsible for the end-to-end ownership and execution of payroll operations for a complex, multi-state employee population, with significant emphasis on California wage and hour compliance.

This role serves as the organization's primary payroll subject matter resource and is expected to independently manage payroll processing, auditing, reconciliations, tax administration, compliance, reporting, and issue resolution. The Payroll Specialist will proactively identify payroll risks, investigate discrepancies, strengthen internal controls, and partner closely with Human Resources, Finance, Operations, benefits vendors, and the company's payroll provider.

The successful candidate will have the experience and judgment to manage payroll with a high degree of independence, anticipate issues before payroll is finalized, and take ownership of resolving payroll and compliance matters from identification through completion.

Location: 3200 Bristol St., Suite 600, Costa Mesa, CA 92626. This is a hybrid position with a minimum of two days per week onsite at our Costa Mesa Corporate Office.

Schedule: Monday through Friday, 8:00 AM to 5:00 PM

Compensation: Starting compensation range is $72,000.00-$80,000.00 annually. Exact compensation may vary based on skills, experience, and location.

• Own and execute the complete biweekly payroll process for exempt and non-exempt employees across multiple states, ensuring payroll is accurate, timely, and compliant.
• Serve as the primary internal payroll subject matter resource and point of escalation for complex payroll matters.
• Perform comprehensive pre-payroll audits of employee data, timecards, earnings, deductions, taxes, benefit deductions, paid time off, and other payroll inputs.
• Independently identify, research, and resolve payroll discrepancies prior to payroll submission.
• Review payroll registers and supporting reports prior to final approval and identify unusual transactions, variances, or potential compliance concerns.
• Administer complex payroll transactions including overtime, meal premiums, bonuses, commissions, incentive payments, retroactive adjustments, corrections, garnishments, reimbursements, and final pay.
• Ensure timely and compliant processing of employee terminations and final wages, including California-specific final pay requirements.
• Partner with Human Resources and Operations to identify and resolve timekeeping issues, missed punches, overtime concerns, meal-period exceptions, and other wage and hour matters.
• Develop and maintain payroll calendars, processing deadlines, controls, checklists, and standard operating procedures.

• Oversee payroll tax administration in partnership with the payroll provider, including reviewing tax filings, deposits, liabilities, notices, and reconciliations.
• Research and resolve payroll tax discrepancies, agency notices, filing issues, and employee taxation concerns.
• Manage payroll requirements associated with employees working in multiple jurisdictions.
• Support the establishment of payroll tax accounts and registrations when the company enters new states or jurisdictions.
• Coordinate with payroll providers and government agencies to ensure withholding, unemployment insurance, disability insurance, and reporting requirements are established and maintained appropriately.
• Monitor changes in payroll-related federal, state, and local requirements and elevate operational impacts as appropriate.

• Perform detailed payroll reconciliations each pay period and investigate discrepancies between payroll, HRIS data, benefit deductions, retirement contributions, and financial…