Payroll Specialist - Hybrid

Department:
Finance |

Reports To:

Payroll Supervisor | FLSA:
Non-Exempt | Status:
Full-Time

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.

• Assist with accurate and timely processing of biweekly and off-cycle payrolls
• Review, verify, and input payroll data, including hours, overtime, PTO, bonuses, commissions, deductions, benefits, reimbursements, and adjustments
• Review payroll for completeness, accuracy, and compliance before submission
• Process employee changes, including new hires, terminations, transfers, pay rate and department changes, tax with holdings, direct deposits, deductions, and benefit elections
• Process and verify federal and state tax with holdings, deductions, and garnishments
• Review timekeeping and attendance records and work with managers and HR to resolve discrepancies

• Prepare routine payroll reports (gross payroll, hours, PTO balances/accruals, deductions, taxes, benefits)
• Assist with payroll reconciliations and resolve discrepancies in a timely manner
• Support monthly, quarterly, and year-end reporting, including W-2 preparation and reconciliation
• Assist with payroll audits and provide supporting documentation
• Maintain payroll records in line with company policy and record-retention requirements

• Assist with payroll system maintenance, testing, and data integrity
• Support system upgrades, implementations, and integrations as assigned
• Identify opportunities to improve payroll processes, controls, efficiency, and accuracy

• Respond promptly and professionally to employee and manager payroll questions
• Help ensure payroll practices comply with federal, state, and local laws, including wage and hour requirements
• Stay informed of payroll changes and communicate potential issues to management
• Escalate complex or high-risk payroll issues to management in a timely manner
• Maintain confidentiality of compensation, tax banking, benefit, and other sensitive information
• Perform other duties and special projects as assigned

• High school diploma or GED
• 3–5 years of payroll experience, preferably in a multi-state or complex payroll environment
• Working knowledge of payroll processing principles and practices
• Experience with payroll systems (Paylocity strongly preferred)
• Proficiency in Microsoft Office, especially Excel, Word, and Outlook
• Strong attention to detail, organization, and ability to meet payroll deadlines
• Ability to research discrepancies and resolve routine payroll issues independently
• Strong written and verbal communication skills
• Ability to maintain strict confidentiality

• Associate’s or Bachelor’s degree in Accounting, Finance, HR, Business Administration, or related field
• Experience processing payroll for multiple locations or states
• Experience in healthcare, ophthalmic, medical, or similarly regulated industries
• Experience with payroll reconciliations, payroll-related accounting, audits, and year-end W-2 processes
• Knowledge of federal and California payroll requirements
• Certified Payroll Specialist (CPS) or other payroll certification; FPC or CPP a…