Payroll Specialist

The Payroll Specialist is responsible for supporting the organization’s payroll processing and supporting related accounting operations and financial reporting activities. This position works closely with management and Human Resources to ensure payroll is processed accurately and timely, payroll records are maintained appropriately, and applicable requirements are met. The Payroll Specialist also supports accounting functions, process improvements, and special projects as needed. This position supports departmental and organizational efforts to maintain compliance with payroll and accounting standards, company policies, and regulatory requirements.

This is a full-time, in-office salaried position based in our Rancho Cordova office.

 CORE DUTIES AND RESPONSIBILITIES - PAYROLL:

• Process bi-weekly and off-cycle payroll accurately and timely.
• Review and verify employee timecards, overtime, leave balances, deductions, and payroll adjustments.
• Review payroll prior to submission to identify and resolve discrepancies.
• Ensure payroll records and employee payroll information are accurate and properly maintained.
• Ensure compliance with applicable payroll laws and regulations across multiple states.
• Respond to employee payroll questions and research and resolve discrepancies promptly.
• Coordinate payroll-related changes with Human Resources, including new hires, terminations, compensation changes, benefits deductions, and other employee updates.
• Coordinate year-end payroll activities, including W-2 preparation and reconciliation.
• Maintain confidentiality of employee payroll and financial information.

CORE DUTIES AND RESPONSIBILITIES - ACCOUNTING:

• Generate customer invoices and assist with accounts receivable collections.
• Monitor accounts receivable aging and follow up on outstanding customer balances.
• Process accounts payable, including employee expense reimbursements.
• Perform bank and credit card reconciliations.
• Ensure the accuracy of accounting records and the integrity of financial data.

OTHER POTENTIAL DUTIES AND RESPONSIBILITIES (BUT NOT LIMITED TO):

• Assist with month-end, quarter-end, and year-end close processes.
• Research and resolve discrepancies within payroll or accounting activities.
• Assist with payroll and accounting system updates, process improvements, and special projects.
• Assist management and Human Resources with payroll-related reporting and research as needed.

Requirements

EXPERIENCE:

• Bachelor's degree preferred.
• 2–5 years of experience processing payroll preferred.
• Experience processing multi-state payroll preferred.
• Accounting experience preferred.
• Experience with payroll and accounting software (e.g., Paylocity, QuickBooks Desktop, or similar systems).
• Experience handling confidential and sensitive employee and financial information.
• Experience supporting HR or benefits administration preferred.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong knowledge of payroll processes and general payroll compliance requirements.
• Strong attention to detail and accuracy, particularly when working with payroll and numerical data.
• Proficiency in Microsoft Excel and Microsoft Office Suite.
• Excellent verbal and written communication skills with the ability to interact professionally with employees, vendors, and management.
• Strong analytical and problem-solving skills with the ability to identify discrepancies, investigate issues, and suggest solutions.
• Ability to manage multiple priorities and meet recurring payroll deadlines.
• Ability to maintain a high level of confidentiality and exercise discretion when handling sensitive information.