Payroll Specialist

Mission: To ensure every child has mentors and champions in life.

Organization Structure and Interfaces

Position Reports to: Sr. Director of Human Resources

Primary Interfaces: Employees, HR Team, Payroll Vendors, Benefits Providers, Finance Team

Direct Reports: None

Hours: 40 hrs

FLSA Status: 90 Day Contract to Hire Full-time

Benefits: Medical/Vision/Dental, 401k Retirement Plan

Position Description

Primary Functions:

The Payroll Specialist is responsible for supporting and executing key human resources and payroll functions with a high level of accuracy and attention to detail. This role ensures the integrity of payroll processes, time and attendance tracking, employee benefits administration, and compliance with company policies and labor regulations.

This position plays a critical role in maintaining accurate employee records, supporting staff with payroll and benefits-related inquiries, and ensuring timely processing of reimbursements and documentation. The HR & Payroll Specialist is expected to work independently, demonstrate strong attention to detail, and uphold confidentiality while supporting the overall effectiveness of HR operations.

Key Roles:

Payroll Processing & Time and Attendance Management

1. Process payroll semi-monthly including verifying employee time and attendance records for accuracy prior to submission, validating earnings, deductions, taxes, and final pay calculations, and balancing prior to submission.

2. Process off-cycle payrolls such as manual checks for final pay.

3. Provide Accounting & Finance with necessary reports to record payroll journal entries and analytical support for variance analysis monthly and ad-hoc.

4. Support quarter-end and year-end payroll reporting requirements.

5. Maintain accurate records for sick time, paid time off (PTO), and vacation accruals.

6. Investigate and resolve timekeeping discrepancies and respond to employee payroll-related inquiries.

Employee Benefits Administration

- Administer employee health benefits, including enrollments, changes, and terminations.

- Serve as a point of contact for employee benefits-related questions and provide general guidance.

- Coordinate with benefits providers to ensure accurate and timely updates.

- Maintain organized and compliant benefits documentation and records.

Compliance & Reporting

- Ensure compliance with applicable federal, state, and local labor laws and organizational policies

- Be the expert in California state wage and hour regulations, including meal and rest break requirements and know how to track and maintain meal waiver documentation


- Maintain accurate and up-to-date HR and payroll records in accordance with company policies and legal requirements.

- Support internal and external audits by ensuring documentation is complete and accessible.

- Develop and maintain payroll reports for various reporting requirements including supporting billing of school district grants, OJP grants, Form 990, etc.


- Operate with the highest degree of confidentiality, of controls, and of integrity


HR Operations Support

- Provide administrative support to HR operations as needed.

- Maintain strict confidentiality of employee information and sensitive data.

- Identify opportunities for process improvements and increased efficiency within HR and payroll systems.

Additional Responsibilities

- Assist with special projects or cross-functional initiatives as needed.

- Support process documentation and updates to internal procedures.

- Perform other duties as assigned.

Qualifications:

- At least 5 years of experience in payroll processing and benefits administration

- Strong working knowledge of payroll processes, timekeeping systems, and benefits administration.

- Experience tracking PTO, sick time, and vacation accruals.

- Familiarity with wage and hour compliance, including meal and rest break requirements.

- Strong attention to detail and high level of accuracy.

- Strong organizational and problem-solving skills.

- Ability to work independently and manage multiple priorities.

- Proficiency in Microsoft Office (Excel, Word) or Google Workspace.

Preferred Qualifications:

- Experience with HRIS and ADP payroll systems.

- Knowledge of California labor laws.

- Intermediate Excel skills.

DISCLAIMER:

The Boys & Girls Clubs of Central Orange Coast requires a 4-point background check for all employees before hire and during employment that includes social security verification, local comprehensive criminal history search, national comprehensive criminal history search, and sex offender registry search. Per the organization's Screening & Onboarding Policy, a person is ineligible to obtain employment with the Boys & Girls Clubs of Central Orange Coast if such person has been convicted of any misdemeanor against children or any felony consisting of murder, child abuse, domestic violence, abduction or human trafficking, rape or sexual assault, arson, weapons, physical assault or battery, or drug possession (use or distribution) in the last five years.


The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.


This position may require the ability to sit, stand, walk, bend, or reach as needed, and to lift, carry, push, or pull objects up to 50 lbs. Employees must have the dexterity, coordination, vision, and hearing necessary to perform job tasks safely and accurately.