Payroll Specialist

Position Summary The Payroll Specialist is responsible for the accurate and timely processing of biweekly payroll for approximately 225 employees across multiple departments, with the workforce expected to continue growing as the organization expands. This position manages the full payroll cycle, including timecard review, payroll audits, wage calculations, differentials, overtime, double time, meal premiums, retroactive payments, deductions, and payroll corrections. Incumbent serves as the primary point of contact for payroll-related matters and must be able to effectively manage increasing payroll volume and complexity while maintaining a high level of accuracy, organization, and compliance. The Payroll Specialist works closely with Human Resources department, Scheduling department, department managers, and employees to identify and resolve payroll discrepancies before payroll is finalized. This position requires strong attention to detail, accountability, follow-through, and the ability to independently identify issues that may affect employee pay. In addition to payroll administration, the Payroll Specialist provides support with benefits administration and other HR functions that directly intersect with payroll. Key Responsibilities Payroll Administration Manage and process biweekly payroll accurately and within established payroll deadlines. Review employee timecards for completeness, accuracy, and appropriate manager approval prior to payroll processing. Proactively identify missing punches, unapproved timecards, incomplete hours, and other discrepancies and follow up with managers before payroll is finalized. Perform pre-payroll audits to identify potential errors or omissions before payroll submission. Verify regular hours, overtime, double time, shift differentials, incentive pay, meal premiums, holiday pay, and other applicable earnings. Review payroll calculations for employees working alternative schedules, including 12-hour shifts and overnight shifts. Process retroactive pay, payroll adjustments, corrections, and off-cycle payments when necessary. Review new hires, terminations, compensation changes, status changes, and other employee transactions to ensure they are accurately reflected in payroll. Coordinate final wage calculations and timely final pay for separating employees in accordance with California requirements. Review payroll deductions, benefit deductions, garnishments, and other authorized deductions for accuracy. Reconcile payroll prior to submission and conduct a post-payroll review to confirm employees were paid accurately. Maintain payroll records and supporting documentation in accordance with company record-retention requirements. Respond to employee payroll questions and research discrepancies promptly and professionally. Escalate significant payroll discrepancies, system issues, or compliance concerns to the Director of Human Resources. Timekeeping & Scheduling Support Monitor timekeeping records throughout the pay period rather than waiting until payroll processing begins. Partner with managers to ensure timecards are reviewed, corrected, and approved by established deadlines. Identify recurring timekeeping issues and communicate trends to Human Resources and management. Assist managers and employees with timekeeping questions, missed punches, meal-period records, and other payroll-related system issues. Review timekeeping configuration and pay rules for accuracy when employees transfer departments, change schedules, or receive new pay codes or differentials. Support audits related to meal periods, overtime, double time, shift differentials, and other wage-and-hour requirements. HRIS & Payroll Systems Serve as the primary HR contact for payroll and timekeeping functions within Rippling. Maintain accurate employee payroll data, pay rates, earning codes, deductions, schedules, and other payroll-related information. Troubleshoot payroll and timekeeping system issues and coordinate with Rippling support when necessary. Test payroll configurations and system changes before implementation when appropriate. Generate payroll, timekeeping, labor, and other reports requested by HR and leadership. Assist with maintaining accurate payroll documentation during HRIS changes, system updates, and process improvements. Develop and maintain payroll checklists, audit procedures, and internal controls designed to reduce payroll errors. Benefits & HR Support Assist with benefit enrollments, changes, deductions, and payroll reconciliation. Review benefit deductions to ensure employee and employer contributions are processed accurately. Assist with COBRA administration and termination-related benefit processing. Support 401(k) contribution and deduction reconciliation and related payroll administration. Coordinate with benefit brokers, retirement plan administrators, and other vendors as needed. Assist with workers’ compensation payroll reporting, wage information, and related documentation as requested. Support HR with employee records, audits, reporting, and other administrative functions as needed. Compliance & Confidentiality Maintain strict confidentiality of employee compensation, payroll, benefit, and personal information. Process payroll in accordance with applicable federal and California wage-and-hour requirements and company policies. Assist with ensuring compliance related to minimum wage, overtime, double time, meal-period premiums, final wages, payroll records, and wage statements. Identify potential payroll compliance concerns and promptly elevate them to the Director of Human Resources. Maintain organized and complete documentation supporting payroll calculations, corrections, and employee pay changes. Qualifications Minimum 2-3 years of hands‑on payroll processing experience required; California payroll experience strongly preferred. Experience independently processing payroll for a multi‑department workforce strongly preferred. Experience with Rippling, ADP, or a comparable HRIS/payroll platform preferred. Working knowledge of California wage‑and‑hour requirements, including overtime, double time, meal‑period premiums, final pay, and wage statements. Experience processing differentials, retroactive payments, bonuses/incentives, payroll corrections, and other variable earnings preferred. Experience with benefits deductions and payroll reconciliation preferred. Strong Microsoft Excel skills and ability to work with payroll reports and large data sets. Strong analytical and problem‑solving skills with exceptional attention to detail. Ability to independently manage deadlines and follow up consistently with managers and employees. Strong written and verbal communication skills. Ability to handle sensitive and confidential information with discretion. Healthcare, behavioral health, hospital, or other 24/7 workforce experience preferred. Knowledge, Skills & Abilities The successful candidate must be highly detail-oriented and comfortable taking ownership of payroll from beginning to end. This role requires someone who does not simply process information submitted to payroll, but actively reviews the information for accuracy, identifies missing or inconsistent data, follows up on unresolved items, and verifies payroll before submission. The Payroll Specialist must be comfortable working in a fast-paced and growing organization with multiple departments, schedules, pay practices, and competing deadlines. Strong judgment, organization, follow-through, and the ability to recognize when an issue requires escalation are essential. Preferred Experience Experience supporting payroll in a 24/7 healthcare environment is highly desirable. Familiarity with 12-hour schedules, overnight shifts, shift differentials, meal premiums, overtime and double-time calculations, per diem employees, and variable staffing schedules is particularly beneficial. Physical Requirements Prolonged periods sitting at a desk and working on a computer. Ability to communicate effectively in person, by telephone, and electronically. Ability to perform the essential functions of the position with or without reasonable accommodation. Equal Employment Opportunity Ocean View Psychiatric Health Facility is an equal opportunity employer and considers applicants for employment without regard to any characteristic protected by applicable federal, state, or local law. #J-18808-Ljbffr