Payroll Specialist

Description

The Payroll Specialist is responsible for the accurate and timely processing of payroll in compliance with federal, California state, and local tax and employment laws, organizational policies, and collective bargaining agreements where applicable. This includes adherence to California wage and hour requirements, tax withholding rules, paid leave mandates, and reporting obligations.

This role ensures payroll data integrity, resolves payroll‑related inquiries, maintains payroll records, and collaborates with Human Resources, Finance, and other departments to support efficient and compliant payroll operations. The Payroll Specialist performs technical and administrative payroll functions including data entry, validation, auditing, reconciliation, and reporting, with a strong focus on California‑specific payroll compliance.

This position requires a high level of accuracy, confidentiality, attention to detail, and the ability to stay current with evolving California employment and tax regulations.

Minimum:
High school diploma or equivalent required.

Preferred:
Associate’s or Bachelor’s degree in Business, Accounting, Human Resources, or related field.

Minimum:
At least two years of experience in payroll processing or payroll administration.

Experience using payroll software or HRIS systems (e.g., ADP, Paychex, Paylocity, UKG, Workday, Ceridian, or similar platforms). Working knowledge of federal and California payroll laws and regulations, including wage and hour, overtime, and tax withholding.

Preferred:
Experience in healthcare, managed care, or a multi‑site California employer.

Experience processing payroll for exempt and non‑exempt employees in California, including union and non‑union populations. Experience with California payroll tax filings, garnishments, levies, and year‑end reporting (W‑2s). Familiarity with California‑compliant timekeeping systems and payroll integrations. Experience supporting payroll audits or EDD inquiries.

Any combination of educational and work experience that would be equivalent to the stated minimum requirements would qualify for consideration of this position.

• Strong knowledge of payroll processes, California wage and hour laws, and federal and state tax regulations.
• Understanding of California requirements related to overtime, meal and rest breaks, paid sick leave, final pay, and deductions.
• Ability to interpret payroll policies, labor laws, and employment agreements, including California‑specific mandates.
• High level of accuracy, attention to detail, and analytical ability.
• Proficiency in Microsoft Office Suite, particularly Excel (e.g., formulas, pivot tables, data analysis).
• Strong organizational and time management skills with the ability to meet strict payroll deadlines.
• Excellent written and verbal communication skills.
• Strong customer service orientation with the ability to handle sensitive employee inquiries professionally.
• Ability to work independently and as part of a team in a fast‑paced, compliance‑driven environment.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Problem‑solving skills with the ability to identify and resolve payroll discrepancies, particularly those involving California compliance issues.

The physical, mental, and environmental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Work is primarily performed in a standard office and requires prolonged periods of sitting, frequent use of a computer, telephone, and video conferencing platforms, and sustained visual focus when reviewing payroll records, spreadsheets, reports, and system data.

The role requires significant mental concentration, analytical thinking, and attention to detail when calculating wages, verifying data, and ensuring compliance with federal and California payroll regulations. The employee must be able to lift, carry, push, or pull items up to approximately 15–20 pounds (e.g., laptop, files, or work materials). This role requires adequate visual and auditory acuity to review written and electronic materials, analyze data, and communicate effectively with employees, Human Resources, Finance, and leadership.

The position may involve periods of high workload, time‑sensitive deadlines (e.g., payroll processing cycles, tax filing deadlines, and EDD reporting), and exposure to confidential and sensitive information requiring discretion, professionalism, and sound judgment.