SUMMARY

The Payroll Specialist handles the preparation and direct processing of multi-state payroll for over 650 employees across more than four subsidiary companies. This role also ensures compliance with tax regulations and manages state and local filings.

SPECIAL REQUIREMENTS

This part-time position is based at our Fairfield, CA headquarters. This is not a remote or hybrid role; all work must be performed on site.

QUALIFICATIONS

To successfully perform this job, an individual must be able to satisfactorily execute each essential duty. The requirements listed below represent the necessary knowledge, skills, and abilities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

REQUIRED EDUCATION, EXPERIENCE, AND SKILLS

• A desire to learn or enhance your knowledge of payroll
• Proficient in handling confidential information with professionalism.
• Minimum of 2 years’ experience in a professional, office or manufacturing environment.
• Strong ability to read, speak, and communicate in English across all organizational levels.
• Ability to multitask and manage frequent interruptions.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills.
• Self-motivated with minimal supervision required.
• Effective communication skills across all organizational levels.
• Ability to solve complex problems and evaluate various options in challenging situations.

PREFERRED EDUCATION, EXPERIENCE, AND SKILLS

• Associate’s degree or higher.
• Experience in Human Resources, Payroll, Accounting, or a related field.
• Bilingual in Spanish
• Proficiency with ADP Workforce Now or other HRIS systems.
• Knowledge of federal and state wage and hour laws.

Payroll

• Process timely and accurate bi-weekly, multi-state payroll for submission to payroll provider, including primary payroll support for California, Texas, Colorado, and Washington, in compliance with federal, state, and local regulations.
• Run post-payroll activities, ensuring the timely and accurate processing of payroll taxes, time and attendance records, deductions, and accruals across the organization.
• Maintain accurate calculations of wages, tax withholdings, benefit deductions, and other deductions.
• Manage garnishments, levies, and child support orders in line with applicable regulations.
• Handle the processing of federal forms (including W-4s), direct deposit forms, state withholding forms, and other tax-related documents.
• Build reports, maintaining SOPs, and revising payroll procedures as needed.
• Address employee questions related to payroll and time and attendance
• Ensure correct deductions for employees on leaves of absence.
• Work with company controllers on post-payroll journal entries and reconciliation.
• Ensure proper storage of payroll records in compliance with legal standards.
• Ensure accurate deductions and review loan processing for 401(k) contributions.
• Process 401(k) contributions and submit necessary files to the plan administrator.
• Provide accurate data for the completion of annual Forms 5500 and assist with annual audits and periodic service provider reviews.

Tax Compliance

• Maintain group and subsidiary withholding, SUI, disability, and garnishment accounts in good standing.
• Support relevant tax filings and documentation to ensure compliance.

Other

• Support employees with inquiries regarding payroll, time and attendance, and employment verification.
• Generate and distribute reports related to labor, overtime, vacation liabilities, and benefits enrollment.
• Assist with EEOC tracking and reporting, ERISA compliance, and worker’s compensation audits.
• Recommend new practices, procedures, and technology improvements to enhance HRIS and payroll processes.