Payroll Administrator

Job Description

Job Description

Hope Mission Statement

The mission of Hope the Mission is to prevent, reduce and eliminate poverty, hunger, and homelessness by offering immediate assistance and long-term solutions.

Position Purpose and Summary 

Payroll at Hope the Mission is not a small operation. With approximately 850 employees across dozens of sites and multiple funding sources, the organization depends on someone who can own the full payroll cycle independently, accurately, and in compliance with California law. The Payroll Administrator is that person.

Reporting to the [Payroll Manager / Director of Accounts Payable — confirm], the Payroll Administrator is responsible for end-to-end administration of bi-weekly payroll operations. This role serves as the organization's primary subject matter expert for payroll administration, HRIS system management, timekeeping, and payroll compliance. The Payroll Administrator partners with Finance and Human Resources to maintain payroll data integrity, support audits, produce management reports, and provide training and guidance to supervisors and staff.

When payroll is accurate and on time, employees can focus on serving people experiencing homelessness. The Payroll Administrator makes that possible.

Responsibilities

Payroll Administration

• Independently administer the organization's bi-weekly payroll process from beginning to end

• Review payroll data for completeness, accuracy, and compliance prior to transmission

• Audit employee timecards, earnings, deductions, accruals, and payroll adjustments to identify and resolve discrepancies

• Ensure payroll is processed accurately and within established deadlines

• Coordinate off-cycle payrolls, adjustments, retroactive payments, and final paychecks as required

• Maintain payroll records in accordance with regulatory and organizational requirements

Payroll Compliance

• Ensure compliance with all federal, California, and local payroll laws and regulations

• Maintain current knowledge of wage and hour requirements, payroll tax regulations, leave laws, and employment legislation

• Coordinate annual payroll tax reporting including W-2 preparation and distribution

• Support internal and external financial audits by preparing payroll documentation and responding to audit requests

Timekeeping Administration

• Maintain employee timekeeping records to ensure data accuracy and integrity

• Configure and maintain earnings codes, deductions, accruals, organizational structures, and payroll-related system settings

• Identify opportunities to improve payroll workflows through automation and system enhancements

• Troubleshoot payroll issues and partner with HR and Finance to resolve complex problems

Reporting and Analysis

• Prepare payroll reconciliations and management reports

• Produce labor, overtime, leave balance, workers' compensation, and payroll expense reports

• Analyze payroll trends and identify discrepancies

• Support Finance with payroll journal entries, reconciliations, budgeting, and reporting

Employee and Supervisor Support

• Serve as the organization's primary resource for payroll-related questions from employees and supervisors

• Provide payroll and timekeeping training to employees and supervisors

• Assist managers with timekeeping compliance, leave tracking, and payroll procedures

• Resolve payroll inquiries promptly, professionally, and confidentially

Additional Duties

• Perform other duties as assigned

Requirements

• Must pass pre-employment criminal background screening

• Must pass pre-employment drug and alcohol screening

• Must provide proof of legal authorization to work in the United States

• Must comply with all organizational policies including safety, confidentiality, and conduct standards

• Must maintain strict confidentiality of all payroll and employee information

• Must be able to lift up to 30 pounds

Qualifications

• High school diploma or GED required; bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred

• Minimum 5 years of full-cycle payroll administration experience

• Experience processing payroll for a mid-sized or large multi-site organization strongly preferred

• Experience using ADP Workforce Now or a comparable enterprise payroll system required