POSITION OVERVIEW: We are seeking an experienced Payroll Specialist to be responsible for all payroll related tasks. The Payroll Specialist’s responsibilities include collecting and reviewing employee information and working hours, calculating wages, preparing and processing employee payments, maintaining accurate payroll records and ensuring employees are paid correctly and on time. The Payroll Specialist should be able to investigate and resolve payroll issues and ensure strict compliance with company and regulatory standards.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Provide information and respond to payroll- related inquiries and resolving concerns
• Perform PTO accrual balance and reconciliations
• Preparing payroll transaction reports for accounting and auditing purposes
• Managing electronic timekeeping systems and reviewing timesheets
• Calculating payable hours, overtime, tax withholdings, wage garnishments, and deductions
• Preparing and issuing earnings statements
• Issuing paychecks and managing direct deposits
• Maintaining accurate records of payroll documentation and transactions
• Keeping up to date of payroll processing system and changes in wage and tax laws
• Maintain employee records, especially accurately deduct union dues for employees that have completed six (6) months introductory period
• Maintain union salaries
• Gather information on hours worked for each employee
• Coordinating with the HR Department to ensure correct employee data (e.g. managing/prepare reports for union employee salaries, non-union employees, update spreadsheets, and manage union step increases)
• Providing administrative assistance to the Finance Department
• Collaborate/Coordinate with the HR Department every pay period (e.g. employee time off, FMLA, etc.).
• Review Personnel Action Forms (e.g. employee department transitions, salary increases/decreases)
• Prepare W2’s
• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
  

COMPETENCIES:

• Excellent People Skills
• Problem Solving
• Excellent Oral/Written Communication Skills
• Excellent interpersonal skills
• Ethical
• Team/Collaboration
• Attention to detail and accuracy
• High numerical aptitude
• Work Independently
• Strong organizational skills

REQUIRED EDUCATION and EXPERIENCE:

• High School diploma/GED required; BS/BA in business, accounting or relevant field is a plus
• Degree in business administration, finance, or accounting preferred
• 2 – 4 years of experience working in payroll or similar role
• Knowledge of legislation and regulations of the field
• Working knowledge of basic accounting principles and payroll practices
• Experience working with accounting and payroll software (e.g. Paycom, Quickbooks)
• Proficiency in Microsoft Office Suite (Word, Excel, PPT, and Outlook)
• Proficiency in Google Drive (Docs, Sheets, Slides, and Forms)
• Comfort in learning new technologies and platforms (e.g., Canva, Slack)
• Valid California driver’s license and insurance.

OTHER REQUIREMENTS:

• Assumes responsibility for doing assigned work and for meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, policies, standards and proscribed procedures.
• Demonstrates an awareness of and sensitivity to clients including cultural and ethical beliefs; and implements care in a thorough, skillful, consistent and continuous manner.
• Knowledge of community resources for client referrals.
• Attends work regularly and adheres to policies and procedures regarding absences and tardiness. Provides adequate notice to supervisor and management with respect to vacation time and time-off requests.
• Demonstrates knowledge of legal issues including client confidentiality and risk management in all aspects of client care and department functioning.

TEAM COMMITMENT:

• 
  Viewed by others to be an effective team member who is flexible, cooperative, and willing to assist others; and acts as a resource to team members and clients where appropriate.
• Handles difficult or conflict situations constructively and seeks appropriate assistance.
• Takes accountability for own actions and accepts constructive criticism.
• Attends all mandatory meetings and staff meetings as required, and actively participates in other departmental professional development including providing training and consultation.
• Participates in the assessment of current and future department learning needs and assist in the development of learning plans.
• Observes and keeps self-informed of activities in the department and makes recommendations for change.
• Develops and maintains cooperative and courteous relationships with fellow employees, supervisor, managers in other departments, senior management and executive staff, and community stakeholders.
• Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the agency.

WORKING ENVIRONMENT/PHYSICAL DEMANDS:

• Ability to occasionally or frequently stand, walk, sit and reach with hands and arms above shoulders
• While performing the duties of this job, the employee routinely is required to sit; walk; talk and hear; use hands to keyboard, finger, handle, and feel; stoop, kneel, crouch, twist, crawl, reach, and stretch
• The employee is occasionally required to move around the office
• Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and ability to adjust focus
• May require travel dependent on agency needs
• The employee may occasionally lift and/or move up to 50 lbs.
• Can work under deadlines
• Performing general physical activities such as picking up moving, and using objects, tools or controls
• The noise level in the work environment is usually low to moderate

COMPENSATION:

• Work life balance
• Great working hours
• Supportive/Collaborative work environment
• Mileage reimbursement
• Opportunities for Growth and Professional Development
• Holiday and employee celebrations

Schedule:

• Day Shift
• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Payroll: 3 years (Preferred)
• Accounting: 2 years (Preferred)