Payroll Specialist

Key Responsibilities: 

• Process accurate, on-time payroll for employees and independent contractors in Paychex on a semi-monthly basis, including regular wages, overtime, double-time, additional compensation, shift differentials, bonuses, commissions, and final pay in compliance with states wage laws  

• Maintain Paychex as the system of record  for payroll data used by Finance, ensuring data integrity across integrated systems 

• Maintain state tax registrations and ensure correct state and local tax withholding and unemployment insurance setup as we expand into new states  

• Register the company for payroll tax accounts in new states via Middesk and maintain powers of attorney (POAs) with tax agencies 

• Set up, maintain, and deactivate employee accounts in our QuickBooks, QB Time, Unanet, Paychex 

• Ensure payroll complies with federal, state, and local regulations; prepare reports for accounting, management, and tax authorities 

• Administer wage garnishments of all types (child support, tax levies, creditor garnishments), tracking each against its statutory limits through completion 

• Process leave-related pay (e.g., disability, paid family leave, parental leave) accurately, coordinating with Sparrow leave management software 

• Review and audit timesheets for accuracy and completeness; follow up with employees and managers to resolve discrepancies before payroll deadlines  

• Assign and maintain job codes for employees to ensure accurate labor cost allocation and reporting  

• Serve as a point of contact for payroll-related inquiries, resolving discrepancies and explaining pay or deduction issues  

• Process payroll-related changes such as new hires, terminations, pay rate changes, direct deposit updates, and tax withholding elections  

• Support wage garnishments, verifications of employment, and payroll tax filings as needed  

• Work closely with HR, finance, and other departments to coordinate payroll activities and support organizational goals 

• Maintain payroll records and documentation in compliance with federal and state record-keeping requirements  

• Assist with month-end close, payroll reconciliations, and reporting for the accounting team  

• Support the setup and coordination of international payroll, working with global payroll providers, employers of record, or local partners as needed
  
  
• Support automation initiatives across payroll and timekeeping systems to reduce manual data entry and improve accuracy and efficiency
  
  
• Identify opportunities to improve payroll and timekeeping processes and documentation 

Required Skills:

• 3+ years of payroll processing experience, including multi-state payroll 

• Working knowledge of California wage and hour laws (overtime, meal/rest premiums, final pay rules, sick leave) and familiarity with multi-state payroll tax and compliance requirements 

• Experience with Paychex payroll and QB Time (formerly TSheeets) timekeeping software 

• Strong attention to detail and accuracy in calculations with a high volume of data  

• Excellent communication skills and a service-oriented approach when working with employees at all levels  

• Ability to handle confidential information with discretion  

• Ability to explain payroll processes clearly to employees and collaborate with internal teams 

• Manage multiple deadlines, prioritize tasks, and maintain confidentiality of sensitive information 

• Technical aptitude and comfort with systems integration; ability to identify and support automation of manual processes 

• Familiarity with BambooHR (or similar HRIS) and how it interfaces with payroll and timekeeping systems 

• Experience administering garnishments and coordinating leave payouts with third-party leave administrators (Sparrow experience a plus) 

• Availability during critical payroll processing and month-end close periods is essential; time off during these windows is generally limited and coordinated in advance