Payroll and Benefits Specialist

Payroll and Benefits Specialist (Full-Time) (Santa Rosa
- Yolanda)

POSITION TITLE: Payroll & Benefits Specialist

STATUS: Non-Exempt/Full-Time

DEPARTMENT: Human Resources

REPORTS TO: Human Resources Supervisor

SAFETY SENSITIVE: LOW
- This position is not subject to pre-employment physical or drug and alcohol screening

Remote Work Eligibility: This position is not eligible for remote work. Regular on-site attendance is required.

This is a full-time 40 hours per week position and is eligible for company benefits, including medical, dental, vision, and paid time off.

Location:

Yolanda Administrative Offices - 651 Yolanda Avenue, Santa Rosa, CA 95404.

The starting wage for this position is $30.00 per hour.

The Payroll and Benefits Specialist is a detail-oriented role responsible for the accurate and compliant administration of payroll and employee benefits. Workload fluctuates between biweekly payroll processing and benefits and leaves administration. The Specialist collaborates with Human Resources, Accounting, and external partners to ensure data integrity and compliance, while providing responsive support to employees. Strong organizational skills, confidentiality, and a proactive approach to problem-solving and continuous improvement are essential for success in this role.

None

• Process regular payroll cycles (biweekly), including any off-cycle payrolls.
• Ensures accuracy of calculated timecards and prepares payroll for all departments.
• Calculates and produces manual checks as needed between payroll cycles.
• Allocate payroll expenses across grants or funding sources.
• Process wage garnishments through payroll process and communicate with employees as required by law.

• Administer employee benefits programs, including medical, dental, vision, retirement, and other benefit programs.
• Collaborate with benefits broker to provide assistance to employees regarding benefit issues.
• Manage enrollment process for new hires, qualifying events.
• Collaborate with supervisor on open enrollment process.

• Administer all employee leave of absence requests (FMLA, CFRA, PDL, protected, unprotected, military, etc.) including correspondence with employees, maintaining logs and proper medical documentation to support short-term and long-term disability.
• Ensure accurate, timely communication to ensure employees receive the correct compensation and benefit coverage (e.g., coordinated benefits, use of accruals during leave of absence, etc.).
• Ensure compliance with all federal, state and local laws and work proactively with employee and supervisor to verify their return to work and completion of all required documentation.

• Maintain compliance with federal, state, and local regulations.
• Confirm accurate withholding of federal, state, and local payroll taxes.
• Manage W-2, 1099s, and other year-end reporting.
• Stay current on changing tax regulations and labor laws, making recommendations for changes, as needed.
• Maintain compliance with applicable regulations, including ERISA, ACA, COBRA, and HIPAA, as well as internal operational and financial controls.

• Collaborate with Human Resources on accurate setup of employee records related to payroll (ex. tax setup, direct deposit, accruals).
• Manage payroll software and timekeeping systems.
• Monitor for fraud risks or irregularities.
• Maintain segregation of duties.
• Document and enforce payroll policies.

• Maintain accurate payroll records and employee pay histories.
• Generate payroll reports for accounting and leadership.
• Ensure filing of required tax forms.
• Reconc…