Payroll Specialist

Job Description

Job Description

The Kina'ole Family of Companies offers a competitive salary and comprehensive benefits package that includes:

• Health insurance
• Dental insurance
• Life insurance
• 401K
• ...and much, much more!

Job Description: 

Position Details

• Location: Hybrid position based in our San Antonio office located in Pacific Plaza.
• This position will require occasional weekend and holiday work to meet payroll processing deadlines.

Position Summary

The Payroll Specialist plays a critical role in the ongoing success of the company by ensuring accurate, timely, and compliant payroll processing. This position exercises discretion and independent judgment while administering payroll operations in accordance with company policies, federal and state regulations, Generally Accepted Accounting Principles (GAAP), and DCAA guidelines.

The Payroll Specialist will process payroll for multiple companies located throughout the United States on multiple payroll cycles, ensuring payroll accuracy, compliance, and exceptional customer service to employees and management. The ideal candidate is highly organized, detail-oriented, able to work independently, and possesses strong analytical, communication, and problem-solving skills.

The Payroll Specialist is expected to identify compliance concerns, recommend process improvements, maintain payroll records, stay current on payroll tax regulations, and collaborate closely with Payroll, Human Resources, Finance, and Accounting teams.

Essential Duties & Responsibilities

• Process payroll accurately and timely for multiple companies across multiple payroll cycles throughout the United States.
• Audit employee timecards, payroll data, and payroll reports to ensure accuracy prior to payroll processing.
• Process payroll adjustments including raises, bonuses, overtime, off-cycle payrolls, wage garnishments, deductions, direct deposits, and paper checks.
• Maintain employee payroll records, tax withholdings, direct deposit information, and other payroll documentation.
• Process multi-state payrolls, including specialized payrolls such as SCA, CBA, Davis-Bacon Act, and Guam payrolls.
• Ensure employee benefit deductions, insurance premiums, leave accruals, vacation, and sick balances are accurately maintained.
• Process employee tax documents including W-4s, W-2s, and other payroll-related filings while maintaining compliance with all federal, state, and local payroll regulations.
• Research, investigate, and resolve payroll discrepancies by working with employees, Human Resources, Finance, and government agencies.
• Prepare payroll reports, reconciliations, journal entries, and supporting documentation for management, audits, and financial reporting.
• Assist with year-end payroll processing and annual payroll audits.
• Monitor payroll compliance and notify Payroll leadership of policy, regulatory, or procedural issues while recommending improvements when appropriate.
• Develop, update, and maintain payroll procedures and Standard Operating Procedures (SOPs).
• Train employees on payroll processes and respond to payroll-related questions in a professional and timely manner.
• Maintain organized payroll files and documentation in accordance with company retention policies.
• Stay current on payroll legislation, tax regulations, and industry best practices.
• Perform other payroll-related duties as assigned.

Minimum Qualifications

• High school diploma or equivalent required.
• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, Human Resources, or a related field preferred.
• Minimum of two (2) years of experience processing payroll for multiple companies across multiple states is required.
• Five (5) or more years of payroll processing experience, preferably supporting government contracts.
• Experience processing multi-state payrolls, including SCA, CBA, Davis-Bacon Act, and other prevailing wage payrolls.
• Experience with ADP Workforce Now or similar payroll processing systems.
• Experience using Unanet ERP is preferred.
• Working knowledge of payroll regulations, payroll tax requirements, GAAP, and DCAA compliance.
• Strong analytical, organizational, and problem-solving skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities while meeting strict payroll deadlines.
• High level of professionalism, confidentiality, and attention to detail.

Preferred Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, Human Resources, or related field.
• Certified Payroll Professional (CPP) certification is a plus.
• Experience supporting payroll operations for federal government contractors.
• Experience with payroll audits, reconciliations, and process improvement initiatives.
• Advanced Microsoft Excel skills.

Work Environment / Physical Demands

• Ability to sit for extended periods while using a computer.
• Ability to occasionally lift up to 20 pounds.
• Frequent use of hands and fingers for typing and operating office equipment.
• Ability to communicate effectively both verbally and in writing.
• Ability to review and analyze detailed financial and payroll information with accuracy.
• Work is primarily performed in an office environment with occasional travel as business needs require.

The Kina'ole Family of Companies is an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.