Payroll and Benefits Specialist (Full-Time)

POSITION TITLE: Payroll & Benefits Specialist
STATUS: Non-Exempt/Full-Time
DEPARTMENT: Human Resources
REPORTS TO: Human Resources Supervisor
SAFETY SENSITIVE: LOW -  This position is not subject to pre-employment physical or drug and alcohol screening

** This position is not eligible for remote work. Regular on-site attendance is required.**

This is a full-time 40 hours per week position and is eligible for company benefits, including medical, dental, vision, and paid time off. 

Location - Yolanda Administrative Offices - 651 Yolanda Avenue, Santa Rosa, CA 95404.

The starting wage for this position is $30.00 per hour.

CHARACTERISTICS OF THE JOB: The Payroll and Benefits Specialist is a detail-oriented role responsible for the accurate and compliant administration of payroll and employee benefits. Workload fluctuates between biweekly payroll processing and benefits and leaves administration. The Specialist collaborates with Human Resources, Accounting, and external partners to ensure data integrity and compliance, while providing responsive support to employees. Strong organizational skills, confidentiality, and a proactive approach to problem-solving and continuous improvement are essential for success in this role.

PROVIDES SUPERVISION TO: None

RESPONSIBILITIES - ESSENTIAL FUNCTIONS:

Payroll Processing and Administration

• Process regular payroll cycles (biweekly), including any off-cycle payrolls.
• Ensures accuracy of calculated timecards and prepares payroll for all departments.
• Calculates and produces manual checks as needed between payroll cycles.
• Allocate payroll expenses across grants or funding sources.
• Process wage garnishments through payroll process and communicate with employees as required by law.

Benefits Administration

• Administer employee benefits programs, including medical, dental, vision, retirement, and other benefit programs.
• Collaborate with benefits broker to provide assistance to employees regarding benefit issues.
• Manage enrollment process for new hires, qualifying events.
• Collaborate with supervisor on open enrollment process.

Leaves of Absence

• Administer all employee leave of absence requests (FMLA, CFRA, PDL, protected, unprotected, military, etc.) including correspondence with employees, maintaining logs and proper medical documentation to support short-term and long-term disability.
• Ensure accurate, timely communication to ensure employees receive the correct compensation and benefit coverage (e.g., coordinated benefits, use of accruals during leave of absence, etc.).
• Ensure compliance with all federal, state and local laws and work proactively with employee and supervisor to verify their return to work and completion of all required documentation.

Compliance and Tax Administration

• Maintain compliance with federal, state, and local regulations.
• Confirm accurate withholding of federal, state, and local payroll taxes.
• Manage W-2, 1099s, and other year-end reporting.
• Stay current on changing tax regulations and labor laws, making recommendations for changes, as needed.
• Maintain compliance with applicable regulations, including ERISA, ACA, COBRA, and HIPAA, as well as internal operational and financial controls.

Internal System and Process Management

• Collaborate with Human Resources on accurate setup of employee records related to payroll (ex. tax setup, direct deposit, accruals).
• Manage payroll software and timekeeping systems.
• Monitor for fraud risks or irregularities.
• Maintain segregation of duties.
• Document and enforce payroll policies.

Recordkeeping and Reporting

• Maintain accurate payroll records and employee pay histories.
• Generate payroll reports for accounting and leadership.
• Ensure filing of required tax forms.
• Reconcile payroll accounts with general ledger.
• Process benefits billing, ensuring accurate enrollments and deductions through monthly billing reconciliation.
• Track program-specific labor costs.
• Support reporting for funders and compliance audits (internal, external, Workers’ Compensation, etc.).

Employee Support and Customer Service

• Respond to employee payroll and benefits inquiries.
• Resolve paycheck discrepancies.
• Provide documentation for employment verification or income confirmation.
• Support managers with payroll-related questions.

ANCILLARY FUNCTIONS:

• Conduct self in a professional and ethical manner. Maintain unquestionable confidentiality of all data and Human Resource-related matters.
• Adheres to all organizational policies and procedures.
• Operates general business machines such as personal computer, calculator, copier, and fax.
• Performs additional duties as assigned.

QUALIFICATIONS

• High school diploma, or equivalent required.
• Ability to work under general supervision, effectively organize multiple priorities, and meet deadlines.
• Demonstratable basic skills in Microsoft Word, Excel, PowerPoint, and e-mail software.
• Solid understanding of a human resources/payroll function as it pertains to maintaining confidentiality, using good judgment in dealing with employees and personnel documentation, and providing accurate information.
• Excellent oral and written communication skills. Ability to understand, speak and be understood in English. Bilingual English and Spanish preferred.
• A meticulous attention to detail.
• Knowledge of payroll, benefit, and leave related laws and regulations, including tax requirements, FMLA, CFRA, PDL, and ADA.
• Working knowledge and experience with benefits programs and leaves of absence.
• Minimum of two years owning the full payroll process.
• Payroll certification or formal payroll education/training from a reputable source.

DESIRED TRAITS & COMPETENCIES:

• Respect of others.
• Ability to problem-solve while working under pressure and time constraints.
• Excellent interpersonal skills and the ability to interact effectively with a diverse population.
• Excellent attention to detail.
• Ability to perform effectively and cooperatively as part of a team and to consult with employees and managers at all levels of the organization.
• Experience processing payroll in a non-profit organization with different funding sources.
• Able to effectively organize multiple priorities and meet agreed-upon deadlines.

WORK ENVIRONMENT : Clean , well-ventilated office space, overhead lighting, carpet, temperate climate, and constant exposure to moderate business office noise levels, such as office machines, conversations, and foot traffic.

PHYSICAL REQUIREMENTS : Frequent sitting, standing, walking. Continuous and repetitive grasping and finger movements. Occasional climbing, lifting, bending, and stooping. Gross manual dexterity. Ability to lift 25 pounds, with or without accommodation, using proper lifting techniques and safety equipment. Visual skills required. Hearing acuity required.

PROMOTIONAL OPPORTUNITIES:
Position promotable to specialized positions in the organization, (ex. Human Resources, Accounting, Workforce Development, Donated Goods Retail) with demonstration of mastery of this position, while also taking on new responsibilities to increase knowledge of the organization. Training and/or certifications may be required; and any promotion is based on business needs.