Payroll Administrator

Hope Mission Statement

The mission of Hope the Mission is to prevent, reduce and eliminate poverty, hunger, and homelessness by offering immediate assistance and long-term solutions.

Position Purpose and Summary 

Payroll at Hope the Mission is not a small operation. With approximately 850 employees across dozens of sites and multiple funding sources, the organization depends on someone who can own the full payroll cycle independently, accurately, and in compliance with California law. The Payroll Administrator is that person.

Reporting to the [Payroll Manager / Director of Accounts Payable — confirm], the Payroll Administrator is responsible for end-to-end administration of bi-weekly payroll operations. This role serves as the organization's primary subject matter expert for payroll administration, HRIS system management, timekeeping, and payroll compliance. The Payroll Administrator partners with Finance and Human Resources to maintain payroll data integrity, support audits, produce management reports, and provide training and guidance to supervisors and staff.

When payroll is accurate and on time, employees can focus on serving people experiencing homelessness. The Payroll Administrator makes that possible.

Responsibilities

Payroll Administration

• Independently administer the organization's bi-weekly payroll process from beginning to end

• Review payroll data for completeness, accuracy, and compliance prior to transmission

• Audit employee timecards, earnings, deductions, accruals, and payroll adjustments to identify and resolve discrepancies

• Ensure payroll is processed accurately and within established deadlines

• Coordinate off-cycle payrolls, adjustments, retroactive payments, and final paychecks as required

• Maintain payroll records in accordance with regulatory and organizational requirements

Payroll Compliance

• Ensure compliance with all federal, California, and local payroll laws and regulations

• Maintain current knowledge of wage and hour requirements, payroll tax regulations, leave laws, and employment legislation

• Coordinate annual payroll tax reporting including W-2 preparation and distribution

• Support internal and external financial audits by preparing payroll documentation and responding to audit requests

Timekeeping Administration

• Maintain employee timekeeping records to ensure data accuracy and integrity

• Configure and maintain earnings codes, deductions, accruals, organizational structures, and payroll-related system settings

• Identify opportunities to improve payroll workflows through automation and system enhancements

• Troubleshoot payroll issues and partner with HR and Finance to resolve complex problems

Reporting and Analysis

• Prepare payroll reconciliations and management reports

• Produce labor, overtime, leave balance, workers' compensation, and payroll expense reports

• Analyze payroll trends and identify discrepancies

• Support Finance with payroll journal entries, reconciliations, budgeting, and reporting

Employee and Supervisor Support

• Serve as the organization's primary resource for payroll-related questions from employees and supervisors

• Provide payroll and timekeeping training to employees and supervisors

• Assist managers with timekeeping compliance, leave tracking, and payroll procedures

• Resolve payroll inquiries promptly, professionally, and confidentially

Additional Duties

• Perform other duties as assigned

Requirements

• Must pass pre-employment criminal background screening

• Must pass pre-employment drug and alcohol screening

• Must provide proof of legal authorization to work in the United States

• Must comply with all organizational policies including safety, confidentiality, and conduct standards

• Must maintain strict confidentiality of all payroll and employee information

• Must be able to lift up to 30 pounds

Qualifications

• High school diploma or GED required; bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred

• Minimum 5 years of full-cycle payroll administration experience

• Experience processing payroll for a mid-sized or large multi-site organization strongly preferred

• Experience using ADP Workforce Now or a comparable enterprise payroll system required

• Strong working knowledge of California wage and hour laws, payroll tax regulations, and payroll compliance requirements

• Advanced Microsoft Excel skills including formulas, PivotTables, and data analysis

• Experience supporting payroll audits, reconciliations, and financial reporting

• Experience administering electronic timekeeping systems preferred

• Strong understanding of payroll accounting, reconciliations, and internal controls preferred

• Bilingual in English and Spanish preferred

Skills

• Independently administer full-cycle bi-weekly payroll for a large, multi-site organization accurately and on deadline

• Apply California wage and hour law, payroll tax regulations, and compliance requirements correctly and consistently

• Configure and maintain HRIS and timekeeping system settings including earnings codes, deductions, and accruals

• Analyze payroll data, identify discrepancies, and resolve issues before they affect employees

• Prepare payroll reconciliations, management reports, and audit-ready documentation

• Train employees and supervisors on payroll and timekeeping procedures clearly and professionally

• Work independently and collaborate effectively with Finance, Human Resources, and operational leadership

• Communicate clearly and professionally in writing and verbally with staff and leadership at all levels

• Manage multiple concurrent payroll functions and deadlines with exceptional attention to detail

• Proficient in ADP Workforce Now, advanced Microsoft Excel, and standard payroll and office technology

Mandatory Requirements

• Background Screening – Employment is contingent upon the successful completion of  background checks as required per worksite.

• Drug and Alcohol Testing – Candidates must pass pre-employment and ongoing drug and alcohol screenings in accordance with company policy.

• Motor Vehicle Record (MVR) Check – For roles requiring driving, employment is contingent upon an acceptable driving record.

• Legal Eligibility to Work – Candidates must provide proof of legal authorization to work in the US.

• Compliance with Company Policies and HIPAA standards – All employees must comply with company policies, including safety, confidentiality, and conduct standards.

Physical, Demands, Environmental Conditions, Equipment 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. The employee is required to: walk and climb stairs; stand, bend,  squat, climb, kneel, and twist on an intermittent or sometimes continuous basis; grasp, push, pull objects such as  files, file cabinet drawers, and reach overhead; handle, finger, grasp and feel objects and equipment; reach with  hands and arms; be mobile by moving oneself from place to place quickly and easily; repeat various motions with  the wrists, hands, and fingers; be able to perform visual activities for (including, but not limited to) administrative  and clerical tasks; ability to lift up to 25 lbs.; communicate, receive and exchange ideas, information by means of  the spoken and written word; drive vehicles in and around Los Angeles County; be able to enter various buildings  that may require climbing stairs; be periodically subjected to outside environmental conditions. The employee may work in proximity to service animals and emotional support animals; use a desktop and/or laptop computer; various office machines. Complete all required forms in personal writing. 

Work Environment

The employee may be in contact with individuals and families in crisis who may be ill, using alcohol and drugs, and who may not be attentive to basic personal hygiene, health and safety practices. The employee may experience a number of unpleasant sensory demands associated with the participants’ use of alcohol and drugs, and lack of personal hygiene. The employee must be ready to respond quickly and effectively to many types of situations, including crisis situations and potentially hostile situations. The noise level in the work environment is usually moderate in an office setting. Sometimes work may become stressful when working under pressure or in crisis intervention.

EEO: HTM (Hope the Mission) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, HTM complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, placement, promotion, recall, transfer, leaves of absence, compensation and training. 

HTM will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if HTM is concerned about a conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the California Department of Fair Employment and Housing’s Fair Chance Act webpage.