Payroll Specialist

Job Description

Job Description

OVERVIEW :
The Payroll Specialist is responsible for the accurate and timely processing of payroll for all divisional employees across multiple Corps, programs, and grant-funded operations. This position ensures compliance with federal, state (California), and organizational payroll regulations, while maintaining the integrity of payroll data within UKG and related systems.

Working under the direction of the Divisional Controller, the Payroll Specialist collaborates closely with Human Resources, Finance, and program leadership to ensure proper employee set up, earnings allocations, funding codes, and compliance with Salvation Army policies and procedures. This role plays a critical part in supporting payroll accuracy, audit readiness, and financial accountability across the Division.

DUTIES AND RESPONSIBILITIES:

• Process bi-weekly payroll for all divisional employees, ensuring accuracy, timeliness, and compliance with applicable laws and organizational policies
• Review and audit timesheets, earnings codes, and pay adjustments for accuracy, including overtime, holiday pay, retro pay.
• Coordinate with HR on new hires, terminations, status changes, and employee data updates to ensure proper payroll processing
• Maintain accurate payroll records, including employee earnings, deductions, benefits, and tax withholdings
• Ensure proper allocation of payroll expenses across Corps, programs, and grant funding sources in accordance with funding requirements
• Process manual checks, off-cycle payrolls, and retroactive adjustments as needed
• Assist with benefits deductions, including health premiums, FSA, retirement contributions (403b), and other voluntary deductions
• Reconcile payroll reports and general ledger postings in coordination with the Finance Department
• Support month-end and year-end payroll processes, including W-2 preparation and reporting
• Ensure compliance with federal, state (California), and local wage and hour laws, including minimum wage requirements and exempt/non-exempt classifications
• Respond to employee and management payroll inquiries in a timely and professional manner
• Maintain confidentiality of all employee payroll and personal information
• Assist with internal and external audits by providing payroll documentation and reports
• Identify opportunities to improve payroll processes, accuracy, and efficiency
• Support implementation and maintenance of payroll systems (e.g., UKG, TSAMM integration)
• Perform other duties as assigned in support of divisional operations

 

EDUCATION AND EXPERIENCE:

• Associate’s or bachelor’s degree in accounting, Finance, Business Administration, or related field required
• Minimum of 2–4 years of payroll processing experience, preferably in a nonprofit or multi-site organization required
• Experience processing payroll for 200+ employees required (experience with ~400 employees ideal)
• Knowledge of California wage and hour laws, payroll tax regulations, and compliance requirements
• Experience with payroll systems such as UKG (or similar HRIS/payroll systems) preferred
• Experience working with grant-funded programs and multi-departmental allocations is a plus
• Prior experience working in a nonprofit or faith-based organization preferred

 

SKILLS AND ABILITIES:

• Strong analytical and problem-solving skills
• Excellent communication and interpersonal skills
• Proficient in Microsoft Office and Treasury Management Systems
• Knowledge of financial regulations and compliance requirements

 

EQUIPMENT USED:

• Modern Office Equipment and Relevant Software

 

PHYSICAL REQUIREMENTS:

• Ability to lift up to 25 lbs. (usually file boxes)

 

ADA Statement:

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests if the accommodation needed is reasonable and no undue hardship would result.

 

Acknowledgment of Religious Purposes of The Salvation Army:

The employee acknowledges that he/she has been informed and understands The Salvation Army’s religious purpose and status as a church. The employee agrees that he/she shall do nothing to his/her relationship with The Salvation Army as an employee to undermine its religious mission. The employee agrees and understands that his/her services are a necessary part of The Army’s religious purposes and his/her work-related conduct must not conflict with, interfere with, or undermine such religious programs or The Army’s religious purposes.

 

At-Will:

I hereby understand and acknowledge that, unless otherwise defined by applicable law, any employment relationship with this organization is of an “at will” nature, which means that the Employee may resign at any time and the Employer may discharge the Employee at any time with or without cause. It is further understood that this “at will” employment relationship may not be changed by any written document or by conduct unless such change is specifically acknowledged in writing by an authorized executive of this organization.