PAYROLL SPECIALIST

Payroll Specialist

Join us in making a difference at Home of Guiding Hands as we improve the quality of life for people with special needs. The Payroll Specialist role is more than a back-office function. From day one, your impact will be visible across the organization. Your ability to ensure every employee is paid correctly and on time directly supports our team and the clients they serve.

The Payroll Specialist is responsible for executing accurate and timely payroll processing for a large, multi-program organization. This role ensures the integrity of payroll data, supports compliance with federal and California wage and hour laws, and serves as a key point of contact for employee payroll inquiries.

This position plays a critical role in maintaining payroll accuracy, minimizing risk, and supporting operational continuity across the organization.

When payroll is accurate and on time, employees can focus on the people we serve. When it's not, it creates real disruption. This role protects stability every pay cycle.

This role is about more than processing payroll. It's about belonging to a team committed to making an impact on our community. The right person understands that nearly 1,200 people are counting on them to get it right, every pay cycle. Accurate, on time, no surprises.

That standard comes from who they are, not from oversight.

They treat errors as unacceptable, follow issues through to resolution, and ensure employees are never surprised on payday. They hold a high standard on every detail, communicate clearly, support the team around them, and stay calm under pressure.

If you can say "this is my team and my responsibility" and back that up with consistent execution, this is your role.

Core Accountabilities:

• Payroll is processed accurately and on time for all scheduled cycles (bi-weekly and semi-monthly)
• Timecard and payroll data are reviewed, validated, and corrected prior to processing deadlines
• Employee payroll inquiries are resolved timely and accurately
• Payroll records are complete, accurate, and audit-ready at all times
• Compliance with all applicable payroll laws, regulations, and internal policies is consistently maintained
• Payroll-related risks, discrepancies, and errors are identified and escalated proactively

Key Responsibilities:

• Execute end-to-end payroll processing for bi-weekly and semi-monthly payroll cycles, ensuring accuracy, completeness, and adherence to deadlines
• Review and audit time and labor data, including missed punches, overtime, and exception reporting; resolve or escalate discrepancies as appropriate
• Maintain and update employee payroll records, including pay rates, deductions, benefits, and tax withholdings
• Calculate wages, overtime, and applicable deductions, including garnishments and benefits contributions
• Serve as a primary point of contact for employee payroll questions, providing clear and timely resolution
• Partner with People Operations to ensure accurate onboarding, status changes, and offboarding payroll updates
• Prepare and review payroll reports and support reconciliations as part of the payroll close process
• Support payroll audits by maintaining documentation and responding to internal and external requests
• Utilize and maintain payroll systems, including UKG, ensuring data accuracy and system integrity
• Identify process improvement opportunities and support implementation of payroll best practices

Compliance & Risk Management:

• Ensure payroll practices comply with federal, state, and local regulations, including California wage and hour laws
• Support compliance with meal and rest break requirements, overtime regulations, and payroll recordkeeping standards
• Maintain strict confidentiality of employee payroll and personal information
• Proactively identify and escalate potential compliance risks or discrepancies

Minimum Requirements:

• Associate's degree in accounting, Finance, or related field preferred; equivalent experience considered
• 4+ years of payroll processing experience, preferably in a mid-to-large organization
• Experience with UKG payroll systems strongly preferred
• Working knowledge of federal and California payroll regulations
• Strong attention to detail and high level of accuracy
• Proficiency in Microsoft Excel and Microsoft Office
• Strong organizational skills and ability to manage deadlines in a fast-paced environment
• Clear and professional communication skills

Conditions of Employment:

• Must successfully complete background clearance (Live Scan fingerprinting)
• Must possess a valid California driver's license
• Must maintain strict confidentiality of all payroll and employee information

Physical Demands/Environment:

• This is an onsite position based in San Diego County (El Cajon office). This position must be in office.
• Standard business hours apply, with the expectation of increased workload and schedule adherence during payroll processing periods
• Regular use of a computer and standard office equipment is required

Our Values:

• Innovation We encourage creativity and innovation because we believe that by striving for more efficient and effective ways of doing things, we can achieve exceptional results. Our organization focuses on solutions and refuses to maintain the status quo.
• Collaboration We believe that working together collaboratively is the foundation of a culture that values teamwork, communication, and cooperation. This belief is central to every part of our business and strengthens our community.
• Accountability We take responsibility for our actions and for delivering on our commitments. By being transparent and accountable, we build trust and maintain the respect of our stakeholders.
• Respect We treat everyone with respect and dignity. We value inclusivity and believe that by upholding a culture of respect, we can foster a positive and supportive work environment.
• Empathy We value empathy and understanding in all our interactions. We seek to understand the perspectives and needs of our colleagues, clients, and stakeholders to meet them with kindness and compassion.

Equal Opportunity Employer Statement:

Home of Guiding Hands is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex (including pregnancy, sexual orientation, or gender identity/expression), age, marital status, status as a protected veteran, among other things, or status as a qualified individual with disability.

About HGH:

For nearly 60 years, Home of Guiding Hands has been one of San Diego's most essential nonprofits. Today, nearly 1,200 employees support close to 5,000 children and adults across San Diego and Imperial Counties living with intellectual and developmental disabilities, including autism, Down syndrome, cerebral palsy, and epilepsy. Chances are, someone in your neighborhood has been touched by our work. That doesn't happen by accident. It takes a dedicated team of professionals who show up with purpose. We're looking for a Payroll Specialist to join us.