Payroll & HR Specialist

Description

Position Summary

The Payroll & HR Specialist is responsible for full-cycle payroll functions across 3-4 separate internal organizations including but not limited to, timesheet reviews & posting, processing semi-monthly payroll, preparing 401k contributions for upload, managing benefits payroll deductions, ensuring payroll tax filings are accurate, reviewing year end reports.

Essential Duties and Responsibilities

Payroll Processing

• Process full-cycle payroll for all three companies on a bi-weekly or semi-monthly schedule, ensuring accuracy and timeliness for hourly, salaried, and commission-based employees.
• Maintain separate payroll records, general ledger codes, and cost center allocations for each entity.
• Enter and audit all payroll transactions including new hires, terminations, rate changes, bonuses, garnishments, and deductions.
• Calculate and process off-cycle payrolls, manual checks, and final pay in compliance with applicable state laws.
• Reconcile payroll prior to transmission and validate post-processing reports.

Multi-Entity Coordination

• Coordinate payroll calendars and processing schedules across all three companies to meet deadlines simultaneously.
• Liaise with internal team to ensure employee data is accurate, up-to-date, and consistent across all payroll systems.
• Adapt to varying pay structures, benefits packages, and PTO policies across entities.

Compliance & Reporting

• Ensure compliance with federal, state, and local payroll tax requirements and wage and hour laws for all entities, including multi-state payroll where applicable.
• Ensure all payroll tax deposits (941, FUTA, SUTA) are accurate and on time.
• Manage year-end payroll processes including W-2 preparation, ACA reporting (if applicable), and reconciliation for all three companies.
• Stay current on changes to wage and hour laws, overtime rules, and tax regulations affecting payroll.
• Support internal and external audits by preparing payroll documentation and reports as requested.

Data Management & Reporting

• Maintain and reconcile payroll data in payroll software and cross-reference against Microsoft Excel-based reports and trackers.
• Use Excel at an intermediate level to build and maintain payroll summaries, variance analyses, headcount reports, and ad hoc data requests (PivotTables, VLOOKUP/XLOOKUP, conditional formatting, basic formulas).
• Generate payroll registers, labor distribution reports, and adhoc reports for leadership.
• Identify and resolve payroll discrepancies, partnering with managers or employees to investigate root causes.

Benefits & Deductions Administration

• Administer all payroll-related deductions including health, dental, vision, 401(k), and/or voluntary benefits.
• Coordinate with benefits carriers and brokers to ensure deduction accuracy and timely remittance.
• Process court-ordered garnishments, child support withholdings, and tax levies in accordance with applicable regulations.

Other:

• Assist with event coordination activities and communications.
• May assist with workers compensation related matters.
• May assist with job postings, preparing job descriptions, onboarding activites, offboarding activites etc and other Human Resources related tasks

Requirements

 Required Qualifications

• Bachelor’s Degree in Accounting, Human Resources, Business or a related field.
• Minimum of 3 years of hands-on, full-cycle payroll processing experience, including responsibility for the entire payroll process from data entry through reconciliation and tax filing.
• Demonstrated experience processing payroll for multiple entities, business units, or companies simultaneously.
• Intermediate proficiency in Microsoft Excel, including PivotTables, VLOOKUP/XLOOKUP, IF statements, conditional formatting
• Solid understanding of California state wage and hour laws.
• Working knowledge of federal and state payroll tax regulations, including multi-state payroll experience.
• Experience with payroll software platforms (e.g., ADP, Paychex, Paycom, Paylocity, Gusto, Ceridian/Dayforce, or similar).
• Strong analytical and problem-solving skills with exceptional attention to detail.
• Ability to manage competing priorities and meet strict deadlines across multiple organizations.
• High degree of professionalism and ability to handle sensitive, confidential information with discretion.

Preferred Qualifications

• Experience with multi-state payroll and knowledge of state-specific wage and hour laws (e.g., California, Nevada, Florida, Texas).
• Familiarity with HRIS integrations and automated payroll data feeds.
• Prior experience in a multi-entity or holding company structure.
• Experience supporting year-end close and working with external auditors on payroll-related inquiries.
• Excellent communication and interpersonal skills, with the ability to build relationships with candidates, hiring managers, and external partners.
• Continuous improvement mindset