Payroll Audit Specialist

Job Description

Job Description

Overview

NHHA is committed to employee well-being and maintaining a healthy work-life integration. The

information given below is intended to provide an understanding and appreciation of the workload

of the job and its role within NHHA. The job description outlines the main purposes in general

terms only. You may be required to carry out other duties in order to commensurate with the job.

This will not change the character or purpose of the job but will be necessary to maintain high

standards of business practice. This job description may be altered from time to time to meet the

changing needs of the company.

Job Summary

National Healthcare & Housing Advisors (NHHA) is creating this role to support the accuracy,

integrity, and timely administration of employee timekeeping and payroll across its California

operations. The Payroll Specialist will be responsible for the daily and pay-period review,

reconciliation, and documentation of time and attendance records for up to 150 employees across

multiple nonprofit organizations.

This position will identify and investigate missing, incomplete, or inconsistent timekeeping

entries; coordinate timely corrections with employees, managers, HR, and payroll; and maintain

thorough documentation and audit trails. The Payroll Specialist will help identify potential

underpayments, missed wage premiums, timekeeping discrepancies, and recordkeeping gaps

before payroll is finalized, while promptly escalating matters requiring HR, payroll leadership, or

legal and compliance review.

The ideal candidate demonstrates strong attention to detail, sound judgment, organization, and follow-through, with a commitment to accurate timekeeping, compliant payroll practices, and ensuring employees are properly compensated for all time worked.

Key Responsibilities

· Monitor time and attendance records for up to 150 employees across multiple departments

and locations. Identify missed punches, incomplete or unapproved timecards, duplicate

entries, unusual schedules, unrecorded work time, and other discrepancies that may indicate

inaccurate or unpaid time.

· Reconcile employee schedules, timecards, leave entries, approved pay-rate changes, and

payroll inputs before each payroll deadline. Track exceptions through resolution and

maintain documentation of the source, approval, and timing of adjustments.

· Proactively communicate with employees and supervisors to verify hours actually worked

and resolve timekeeping discrepancies. Ensure corrections accurately reflect work

performed, including work performed outside scheduled shifts, and do not reduce recorded

hours solely because overtime was not previously authorized.

· Review timekeeping exceptions involving California daily and weekly overtime, double time,

meal and rest periods, paid sick leave, reporting time, travel time, and other applicable

wage-and-hour requirements. Escalate complex calculations, interpretations, or policy

questions for appropriate review.

· Identify and flag missed, shortened, late, or interrupted meal periods, potentially missed rest

periods, and inconsistent timekeeping attestations. Coordinate factual review and

appropriate payroll treatment without altering records to conceal or eliminate an exception.

· Coordinate with payroll to facilitate timely correction of underpayments and other payroll

errors, including supplemental or off-cycle payments when approved. Verify that corrections

are processed and communicated appropriately and retain supporting documentation.

· Promptly escalate recurring timekeeping errors, disputed hours, potential off-the-clock

work, missed payroll deadlines, system configuration issues, and management practices that

may create wage-and-hour compliance concerns to HR and payroll leadership.

· Maintain accurate, organized, and confidential records of time entries, corrections,

employee communications, approvals, investigations, and audit results in accordance with

company record-retention requirements and applicable law.

· Prepare exception reports, dashboards, and trend analyses by location, department, and

manager. Identify recurring issues and recommend training, workflow improvements, and

system controls to reduce errors and strengthen timekeeping practices.

· Provide training and guidance to employees and managers regarding accurate time entry,

timely timecard approval, correction procedures, and appropriate escalation channels.

Respond to payroll and timekeeping questions professionally, respectfully, and consistently.

· Partner with HR, operations, finance, payroll providers, and legal counsel, as appropriate, on

internal reviews, records requests, audits, etc. Apply approved policies and procedures

consistently while recognizing when an issue requires specialized HR, payroll, legal, or compliance review.

Positions Requirements & Qualifications

Required Qualifications

· Three or more years of hands-on experience in timekeeping, payroll coordination, payroll

auditing, or wage-and-hour compliance, preferably supporting California nonexempt

employees, or an equivalent combination of directly relevant experience.

· Demonstrated ability to independently review and audit timekeeping records, investigate

discrepancies, document findings, coordinate corrections, and resolve exceptions within

established payroll deadlines.

· Working knowledge of California wage-and-hour requirements applicable to time and

attendance, including overtime, meal and rest periods, paid sick leave, wage statements,

and payroll recordkeeping.

· Experience working with timekeeping systems, payroll platforms, or HRIS systems, with

strong spreadsheet skills and the ability to analyze reports, identify trends, and work with

large data sets.

· Strong written and verbal communication skills, including the ability to obtain and verify

information from employees and managers, address incomplete or inconsistent records

professionally, and escalate sensitive or unresolved matters appropriately.

· Exceptional attention to detail, confidentiality, sound judgment, and organizational skills,

with the ability to manage recurring payroll deadlines across multiple locations,

departments, and lines of business.

Preferred Qualifications

· Experience with QuickBooks Time, UKG, BambooHR, or comparable payroll, HRIS, and

timekeeping platforms.

· Experience supporting healthcare, housing, nonprofit, or other multi-site organizations with

varied schedules, shifts, and operational needs.

· Experience developing or maintaining payroll audit processes, exception reporting, or

timekeeping controls.

· Familiarity with California payroll practices and the ability to identify situations requiring

additional HR, payroll, legal, or compliance review.

EEO/ADA Statement

NHHA is an equal opportunity organization committed to diversity, equity, and inclusion in all

aspects of service and employment. We do not discriminate on the basis of race, color, religion,

sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other

protected status under applicable law. In accordance with the Americans with Disabilities Act

(ADA), we provide reasonable accommodations for applicants, employees, and students with disabilities. We encourage individuals from all backgrounds to apply.

Disclaimer

This job description is not designed to cover or contain a comprehensive list of activities,

duties, or responsibilities required for the position. Duties and responsibilities may change at

any time with or without notice. The specialist identifies and escalates compliance risk but

does not independently issue legal opinions or guarantee the absence of claims.