Payroll Specialist

Payroll Specialist

By joining the San Diego Center for Children, you will empower children and families through transformative mental health care and educational services. Our vision is to inspire a world where children and families live joyful, healthy lives. We serve over 1,000 people every day - are you ready to make an impact?

Join us - and work with purpose!

The Payroll Specialist is responsible for performing all aspects of payroll, including implementing, maintaining, and fully understanding the payroll processing system, interfacing with timekeeping software, and working with our HRIS system provider to troubleshoot any system errors. Additionally, the Payroll Specialist handles processing, reconciling, and auditing of employee benefits.

This role serves as a subject matter expert in payroll processing, compliance, reconciliation, and system optimization. In addition to processing payroll, this position is responsible for ensuring compliance with federal, state, and California labor and hour laws; assisting with payroll audits; improving payroll processes; and providing data analysis and reporting. The Payroll Specialist partners closely with HR and Finance to ensure accurate payroll processing, proper benefit deductions, and alignment with organizational policies and funding requirements.

Essential Duties And Responsibilities:

• Serve as resource for payroll processing, ensuring compliance with all applicable federal, state, and California labor laws, including wage/hour requirements and Wage Order 5
• Ensure the accuracy and timeliness of bi-weekly payroll, including complex items such as retro pay, leave tracking, benefit deductions, and final paychecks
• Interface with all departments to ensure employee data accuracy, including compensation, benefits, and status changes impacting payroll
• Provide guidance and assist managers and staff on payroll processes, timekeeping, and compliance requirements
• Identify and collaborate around process improvements to enhance payroll accuracy, compliance, and efficiency
• Monitor and strengthen internal controls related to payroll processing and reporting
• Complete payroll processing activities, including reviewing timecards, validating adjustments, and submitting payroll accurately and on time
• Audit payroll transactions and employee status changes to ensure data integrity
• Research complex payroll discrepancies and employee inquiries for team review
• Timely process benefit payments and deductions (medical, dental, 403(b), life insurance, etc.)
• Ensure compliance with garnishments, withholdings, and tax reporting requirements
• Lead reconciliation of benefit invoices with payroll records to ensure accurate deductions
• Collaborate on year-end payroll processes, including W-2 preparation and distribution
• Maintain accurate Workers' Compensation codes and support annual audit process

Other Duties & Responsibilities:

• Supports as necessary with assigned HR related duties, especially when team members are out
• Assist with annual audit by gathering and maintaining necessary documentation and by preparing supporting schedules, confirmations, etc. as related to job requirements
• Analyzes data obtained for evidence of deficiencies in controls, duplication of effort, extravagance, fraud, or lack of compliance with laws, government regulations, and management policies or procedures.
• Other duties as assigned

On The Job Mandatory Ongoing Trainings:

• Complete and stay up-to-date with all mandatory trainings as specified by the San Diego Center for Children, including but not limited to: Emergency Management Plan, False Claims, Code of Conduct NIAC Professional Boundaries Privacy & Security (HIPAA), Infection Prevention & Control Plan (IPCP), and Sexual Harassment-Supervisors
• All other trainings as assigned.

Language Skills:

Ability to read and interpret documents such as payroll regulations, medical and other employee insurance materials, safety rules, instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from employees, supervisors, regulatory agencies, or members of the business community. Ability to effectively present information to management and employee groups.

Mathematical Skills:

Ability to accurately calculate figures and amounts. Ability to work with mathematical concepts such as overtime trends, comparison to budgets, variances over time, etc. Ability to apply concepts such as percentage of time worked in multiple departments, Full Time Equivalents (FTE), pay differentials, etc.

Reasoning Ability:

Ability to define problems, collect data, establish facts, and draw conclusions. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving fiscal data bases, accounting, payroll, and billing. Ability to interpret an extensive variety of instructions.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand, walk, sit, use hands and fingers, feel, reach with hands and arms, and talk or hear. The employee must occasionally lift up to 15 pounds when necessary. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, and ability to focus.

Work Environment:

The work environment is in an office environment with low to moderate noise level. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Diversity Statement:

• Actively recruiting, retaining, and supporting diverse staff at all levels of the organization,
• Ensuring that diverse perspectives are included in the development and implementation of policies, practices and services, and that individuals feel empowered to advance our mission within an atmosphere of trust, safety, and respect,
• Encourage and provide access to professional development in order to deliver equitable and culturally informed services to the population we serve.

Qualifications

Minimum Requirements:

• Valid California Driver's License
• Bachelor's Degree in Accounting, Finance, or Related Field or Equivalent Experience
• Strong knowledge of CA Labor and Hour Laws and Payroll Tax Regulations
• Intermediate to advanced proficiency in Excel and Microsoft Office
• Ability to Analyze Data and Identify Discrepancies
• Highly Organized, Detail-Oriented, and able to Manage Competing Priorities
• Strong Oral and Written Communication Skills
• Ability to Work Independently, Exercise Sound Judgment, and Recommend Solutions
• Strong Sense of Urgency and Ability to Meet Strict Deadlines
• Must Pass an Extensive Background Check

Preferred Qualifications:

• Extensive experience working with Paycom Payroll and/or comparable HRIS systems
• Minimum two years of experience in Non-Profit, Healthcare or Social Service Industry
• Strong working knowledge of Wage Order 5 provisions and nuances