Payroll Specialist
12 days ago
Rancho Cucamonga
Job Description Position Summary The Payroll Specialist is responsible for full-cycle payroll functions across 3-4 separate internal organizations including but not limited to, timesheet reviews & posting, processing semi-monthly payroll, preparing 401k contributions for upload, managing benefits payroll deductions, ensuring payroll tax filings are accurate, reviewing year end reports. Essential Duties and Responsibilities Payroll Processing • Process full-cycle payroll for all three companies on a bi-weekly or semi-monthly schedule, ensuring accuracy and timeliness for hourly, salaried, and commission-based employees., • Maintain separate payroll records, general ledger codes, and cost center allocations for each entity., • Enter and audit all payroll transactions including new hires, terminations, rate changes, bonuses, garnishments, and deductions., • Calculate and process off-cycle payrolls, manual checks, and final pay in compliance with applicable state laws., • Reconcile payroll prior to transmission and validate post-processing reports. Multi-Entity Coordination • Coordinate payroll calendars and processing schedules across all three companies to meet deadlines simultaneously., • Liaise with internal team to ensure employee data is accurate, up-to-date, and consistent across all payroll systems., • Adapt to varying pay structures, benefits packages, and PTO policies across entities. Compliance & Reporting • Ensure compliance with federal, state, and local payroll tax requirements and wage and hour laws for all entities, including multi-state payroll where applicable., • Ensure all payroll tax deposits (941, FUTA, SUTA) are accurate and on time., • Manage year-end payroll processes including W-2 preparation, ACA reporting (if applicable), and reconciliation for all three companies., • Stay current on changes to wage and hour laws, overtime rules, and tax regulations affecting payroll., • Support internal and external audits by preparing payroll documentation and reports as requested. Data Management & Reporting • Maintain and reconcile payroll data in payroll software and cross-reference against Microsoft Excel-based reports and trackers., • Use Excel at an intermediate level to build and maintain payroll summaries, variance analyses, headcount reports, and ad hoc data requests (PivotTables, VLOOKUP/XLOOKUP, conditional formatting, basic formulas)., • Generate payroll registers, labor distribution reports, and adhoc reports for leadership., • Identify and resolve payroll discrepancies, partnering with managers or employees to investigate root causes. Benefits & Deductions Administration • Administer all payroll-related deductions including health, dental, vision, 401(k), and/or voluntary benefits., • Coordinate with benefits carriers and brokers to ensure deduction accuracy and timely remittance., • Process court-ordered garnishments, child support withholdings, and tax levies in accordance with applicable regulations. Other: • Assist with event coordination activities and communications., • May assist with workers compensation related matters., • May assist with job postings, preparing job descriptions, onboarding activites, offboarding activites etc and other Human Resources related tasks Required Qualifications • Bachelor’s Degree in Accounting, Human Resources, Business or a related field., • Minimum of 5 years of hands-on, full-cycle payroll processing experience, including responsibility for the entire payroll process from data entry through reconciliation and tax filing., • Demonstrated experience processing payroll for multiple entities, business units, or companies simultaneously., • Intermediate proficiency in Microsoft Excel, including PivotTables, VLOOKUP/XLOOKUP, IF statements, conditional formatting, and data validation., • Solid understanding of California state wage and hour laws., • Working knowledge of federal and state payroll tax regulations, including multi-state payroll experience., • Experience with payroll software platforms (e.g., ADP, Paychex, Paycom, Paylocity, Gusto, Ceridian/Dayforce, or similar)., • Strong analytical and problem-solving skills with exceptional attention to detail., • Ability to manage competing priorities and meet strict deadlines across multiple organizations., • High degree of professionalism and ability to handle sensitive, confidential information with discretion. Preferred Qualifications • Experience with multi-state payroll and knowledge of state-specific wage and hour laws (e.g., California, Nevada, Florida, Texas)., • Familiarity with HRIS integrations and automated payroll data feeds., • Prior experience in a multi-entity or holding company structure., • Experience supporting year-end close and working with external auditors on payroll-related inquiries., • Excellent communication and interpersonal skills, with the ability to build relationships with candidates, hiring managers, and external partners., • Continuous improvement mindsetCompany Descriptionplease apply here:please apply here: