Payroll Manager

Description Want to work for a Company that puts you first?! At Optima Office our people are the most important asset. Optima Office was voted fastest growing company by the San Diego Business Journal and inc. 5000, as well as a BEST PLACE TO WORK by multiple publications since 2020!! Let us show you why!

Optima Office is a female owned company that provides Outsourced Accounting, CFO and COO services along with Human Resources Support. We serve over 300 companies across the United States but are mostly focused on the West Coast. We are a fast-growing company who continues to add clients and team members at a steady pace. In 2022 we were the 10th fastest growing company in San Diego.

Our Vision as a company is to have the highest retention with our clients and employees in the industry. Happy Staff = Happy Clients has been our founder’s motto for a decade. Half of the company’s profits get paid out as bonuses to the team and for fun company events.

We have a huge emphasis on work-life balance and provide a flexible environment which allows our team to choose their own schedule. Over half of our 100 employees are working parents who value flexibility and family time. “I love working for Optima! I am super happy with my decision to work for Optima and am thankful for the opportunities they have provided me!”

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Robbie W, Client Services “What a treat it is to work with several different clients, industries, and team members! It means a lot to work for a company that is genuinely caring and supportive to its employees, and I look forward to being part of the Optima Office family for years to come.”

- Sr. Accountant Check out some more testimonials and reviews at

What to Expect Starting at Optima Office as a Payroll Administrator: Flexibility

– you will be paired with clients that allow you to work the hours you prefer. Work/Life Balance

– whether you’re spending time with family or enjoying a new hobby, we believe a healthy work/life balance is beneficial for both our consultants and our clients. We believe in optimizing our time at work so that we can spend quality time with our friends and family outside of the office. You Come First

– we are passionate about setting our consultants up for success. We have a career development program along with a robust training platform. Purpose Driven

– we enjoy partnering with like minded clients. Our client’s values tend to line up directly with our own, making for a unique partnership with mutual benefits. As a Payroll Consultant at Optima Office, you are essential to our clients’ success. Optima clients are growing businesses that want to work with consultative professionals that have a growth mindset. You will have the opportunity to make an impact on their business while supported by a knowledgeable and experienced Optima team of Professionals behind you. You will be matched with clients that fit your profile. Once you are matched you will coordinate your hours, working remote or onsite, with your supervisor and client. Every decision made is to optimize and benefit you and the client. This position may be for you if… You are someone that goes to work to make a difference in their life and the people they work with. You enjoy providing good work along with good advice. You want to work on a team that is supportive and growing with professionals like yourself. You are a self-starter, flexible, have a high level of integrity and is action and goal-oriented in a fast-paced, team-oriented, collaborative environment. You are dedicated to continuous learning, and you love the challenge of learning new skills and payroll systems and staying up to date on payroll compliance. You have solid payroll skills and work proactively to drive results. You have the ability to develop and maintain strong client relationships. You are self-managed and have the ability to work independently while managing multiple projects and deadlines. Job Summary The Payroll Manager is responsible for managing payroll processing. This role serves as a strategic partner to leadership while ensuring accurate payroll operations and compliance. This role may include client-facing responsibilities, providing payroll as part of consulting services. The Payroll Manager acts as a trusted advisor to clients, ensuring payroll accuracy and compliance. Essential Functions Oversee and manage payroll processing, ensuring accuracy, timeliness, and compliance with applicable federal, state, and local regulations. Ensure compliance with labor laws, wage and hour requirements, and reporting obligations. Manage payroll processes, tax filings, and wage garnishments. Maintain HRIS and payroll systems; ensure data integrity and reporting accuracy. Conduct audits of payroll and benefits to ensure compliance. Prepare payroll reports for leadership as needed. Process full cycle weekly, bi-weekly, and semi-monthly payroll. Implement best practices for new hires, terminations, benefit billing, 401K, and loans. Maintain vacation/sick accruals, print checks, submit HSA contributions, process VOE’s, and reconcile benefit billing. Maintain satisfactory attendance. Other duties as assigned. Supervisory Responsibility: May supervise payroll specialists. Work Environment: While performing the duties of this job, the employee typically works in an office or remote environment. Travel to client sites or company locations may be required. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit, use a computer, speak, and listen. Position Type/Expected Hours of Work This is a full-time position, typically requiring 40+ hours per week. Additional hours may be required during payroll cycles. This is a hybrid position that requires 3 days in our San Diego office. Please note: this job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Additional Perks and Benefits: All positions can be full Time, part time, in-person or hybrid. Our clients do like to see us from time to time, but working remotely is an option. 401K with company match of up to 50% of the first 6%. Competitive pay with revenue sharing for salaried individuals. Medical, Dental, Vision & Life Insurance· Vacation, Sick and Holiday Pay. Peer to Peer Recognition Program - Bonusly. Mentorship program. Happy hours and much more! Requirements Minimum Qualifications 5 + years of experience processing payroll, including implementation of payroll systems, setting up payroll in payroll platforms (earnings, accruals, deductions, taxation, departments), processing payroll tax return amendments, and managing payroll benefit deductions such as 401(k), and FSA. Active Payroll Certification (CPP) from an accredited institution. Solid understanding of payroll taxes, labor laws, out of state payroll implications. Expert knowledge of CA and Federal wage and hour and pay regulations. Advanced Excel skills and tech savvy. Strong personnel management collaboration, communication, time management and organizational skills. Dedicated to continuous learning and stay up to date on payroll systems and compliance. Ability to work in a fast-paced work environment, multitask and manage projects on strict deadlines. Excellent customer service skills. High degree of discretion, integrity, professionalism, and accountability. Strong ability to work well with others in a collaborative, respectful manner. Consistent, punctual, and regular attendance. Professional image and demeanor. Preferred Qualifications 5 + years of experience processing payroll for larger companies of 30+ employees. 5+ years of experience with multiple platforms such as ADP, Paychex, Rippling, Paylocity & QuickBooks Experience with ACA reporting. Equal Opportunity We are an equal opportunity employer to all, regardless of age (40 and over), ancestry, association with a member of a protected class, bereavement leave, cannabis use, color, disability (physical, intellectual/developmental, or mental health/psychiatric), Family and Medical Leave Act (FMLA) or California Family Rights Act (CFRA) related to serious health condition of employee or family member, child bonding, or military exigencies, gender identity or expression, genetic information or characteristic, marital status, medical condition (cancer or genetic characteristic), military and veteran status, national origin (includes language restrictions), participation in a protected activity, pregnancy, childbirth, breastfeeding, or related medical conditions, Pregnancy Disability Leave (PDL), race (includes hairstyle and hair texture), religious creed (includes dress and grooming practices), reproductive health decision making, reproductive loss leave, sex/gender, and sexual orientation.