Payroll Specialist - Hybrid

 Payroll Specialist
Department: Finance | Reports To: Payroll Supervisor | FLSA: Non-Exempt | Status: Full-Time

Position Summary
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.

Essential Functions

Payroll Processing

• 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 withholdings, direct deposits, deductions, and benefit elections
• Process and verify federal and state tax withholdings, deductions, and garnishments
• Review timekeeping and attendance records and work with managers and HR to resolve discrepancies

Reporting, Reconciliation & Audits

• 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

Systems & Process Improvement

• 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

Compliance & Customer Service

• 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

Required Qualifications

• 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

Preferred Qualifications

• 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 plus

Knowledge, Skills & Abilities

• Knowledge of payroll taxes, deductions, timekeeping, PTO, and compensation
• Strong Excel skills (sort, filter, reconcile, analyze data)
• Strong math, analytical, and problem-solving skills
• Customer service mindset and ability to communicate effectively with all stakeholders
• Sound judgment and ability to escalate issues appropriately
• Ability to work independently and as part of a team in a fast-paced environment
• Integrity, accountability, and a continuous-improvement mindset

Work Environment
Primarily office-based with low to moderate noise. Regularly requires sitting, standing, walking, reaching, and using hands and fingers for computer and office equipment. May occasionally lift up to 20 pounds.

Confidentiality
This role has access to highly confidential employee information, including compensation, Social Security and tax information, banking details, benefits, and garnishments, and must safeguard it in accordance with company policy and applicable laws.

This description reflects the general functions of the role and is not all-inclusive. Management may add, modify, or rescind duties as business needs require and will make reasonable accommodations so qualified employees can perform essential functions.