Payroll Specialist

Experienced Payroll Specialist (Multi-Unit, CA & NV Compliance)Founded in 1989, Urth Caffé is celebrated as America's very first exclusively organic, heirloom coffee company. From our roots as passionate mail-order pioneer, we have grown into an iconic hospitality brand encompassing a massive central kitchen, corporate roasting and baking headquarters, and bustling destination cafés across Southern California and Las Vegas. We are looking for an exceptional, seasoned professional who thrives in a fast-paced environment to manage our intricate payroll infrastructure.As our Experienced Payroll Specialist, you will take full ownership of the end-to-end payroll processing cycle for our 500+ diverse hourly and salaried team members spread across multiple corporate entities and restaurant jurisdictions. This role goes far beyond basic data entry; you will act as our operational safeguard—ensuring flawless execution of restaurant-specific allocations, multi-state labor compliance defenses, and multi-location state tax filings.Key ResponsibilitiesQuarter-End, Year-End, & W-2 Administration: Take full ownership of the strategic tax calendar. Reconcile, audit, and balance payroll data to ensure the flawless production, printing, and distribution of annual Form W-2s. Review, submit, and verify all federal, state, and local quarterly payroll tax reports (including Forms 941, DE 9C, and NV quarterly unemployment filings).Compliance & Advisory Reporting: Generate, analyze, and present specialized payroll advice reports, labor distribution breakdowns, and predictive overtime summaries. Provide data-driven insights to executive leadership regarding compliance variances, minimum wage changes, and payroll tax forecast obligations.Two-State Regulatory Compliance: Maintain rigorous oversight and defense of state-specific wage-and-hour laws: California Compliance: Actively audit and track strict rolling parameters including automated meal break penalties, rest period premium compliance, split-shift differentials, and immediate final check processing rules. Nevada Compliance: Manage Nevada-specific rules including the two-tier minimum wage system (based on qualified health benefit offerings), daily overtime exceptions, and state-mandated overtime thresholds.Tip Pooling & Allocation Management: Audit, calculate, and process high-volume restaurant variables, including complex tip pooling frameworks, tip credit configurations (ensuring strict adherence to California's total ban on tip credits vs. Nevada's applicable tip rules), and net credit card tip deductions.Time and Attendance Reconciliation: Routinely investigate and resolve complex time and attendance discrepancies, including missed clock-outs, unauthorized shift swaps, and historical retroactive adjustments. Coordinate directly with café managers to maintain impeccable data integrity.Cross-Departmental Collaboration: Secure operational compliance across corporate and field business units through daily cross-functional synchronization: Human Resources: Partner on employee onboarding, leaves of absence (LOA), workers' comp tracking, benefit deductions, and offboarding workflows. Finance & Accounting: Align on general ledger (GL) mapping, payroll tax variance reporting, funding reconciliations, and labor cost budgeting. Information Technology (IT): Collaborate on digital time-clock hardware deployments, software integration rollouts, and secure user-access profiles. Operations Management: Provide real-time data transparency and training to District Managers and Café General Managers to optimize shift-scheduling compliance and curb time-card errors.Garnishments & Tax Administration: Execute data collection, deductions management, and distribution for child support orders, tax levies, health benefit allocations, and multi-state/multi-unit localized withholdings.Discreet Problem Resolution: Serve as the definitive point of contact for internal café managers and employees regarding payroll discrepancies, handling personal records with absolute confidentiality and extreme professionalism.Other tasks: Perform other duties as assigned to support business needs.Physical Demands and Work EnvironmentLift weight: Ability to lift and carry up to 25 lbs.Move often: Ability to frequently bend and twist during work hours.Desk work: Ability to sit for extended periods during the workday.On-site presence: Position operates strictly in-person at the corporate offices, requiring daily interaction with restaurant operations, and leadership teams.Use of standard office tools: Frequent use of desktop computers, dual monitors, printers and multi-line phone systems.Required Experience & QualificationsProfessional Track Record: Minimum of 2 to 5+ years of progressive, full-cycle payroll processing experience specifically within a high-volume hospitality, multi-unit restaurant group.System Expertise: Advanced, deep operating capability with ADP Workforce Now is strictly required, alongside a proven track record of handling digital time and attendance systems.Multi-State Competency: Demonstrable experience processing payroll under both California and Nevada state labor laws.Technical Spreadsheet Command: High proficiency with Microsoft Excel (VLOOKUPs, pivot tables, complex data cleaning to audit raw clock-in data).Bilingual Capability: Bilingual Spanish/English verbal and written fluency is required to effectively support and resolve inquiries for our diverse workforce.Perks of Joining Our TeamCompetitive Salary in a team-oriented work environment.Meal Benefit: Enjoy complimentary meals during your shift. with a meal card that can be used throughout the menu.Employee Discounts: Receive discounts at all Urth Caffé locations, including our exclusive Wynn Las Vegas location.Comprehensive Health Benefits: Medical, dental, and vision coverage available.401(k) with Company Match: Plan for your future with our retirement savings program.Career Growth Opportunities: Join a growing company that promotes from within and invests in employee development.Work Location: In personWe are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender, gender identity or expression, national origin, age, disability, protected veteran status, or any other characteristic protected by law. Urth will consider qualified applicants with criminal histories in a manner consistent with all legal requirements. Employment will be contingent upon Urth's receipt of proof of the applicant's right to work in the United States consistent with federal law.In-Person, In-office: Monday, Tuesday, Wednesday, Thursday, Friday. 8:00 a.m. to 4:30 p.m.