The Payroll Clerk/Specialist is responsible for the accurate and timely processing of employee payroll in compliance with all applicable federal, state, and local laws. This role ensures employees are paid correctly and on time while maintaining confidentiality and supporting payroll reporting, audits, and continuous process improvement. The position works closely with Human Resources, Finance, and management to resolve payroll issues and ensure compliance.

Essential Duties and Responsibilities

Payroll Processing

• Process regular payroll cycles for hourly and salaried employees.
• Review and validate timekeeping records, pay rate changes, bonuses, and payroll adjustments.
• Calculate wages, overtime, differentials, commissions, garnishments, retro pay, and final pay.
• Ensure compliance with California wage and hour laws, including meal/rest premiums.

Compliance and Tax Administration

• Process payroll taxes and ensure accurate federal, state, and local tax filings.
• Maintain compliance with garnishments, levies, and benefit deductions.
• Prepare, review, and distribute year-end tax forms, including W-2s.
• Respond to tax agency and third-party payroll inquiries.

Payroll Records and Reporting

• Maintain accurate payroll records and employee earnings history.
• Reconcile payroll data with the general ledger and resolve discrepancies.
• Generate payroll reports for finance, audits, and management review.
• Assist with internal and external payroll audits.

Employee Support

• Respond to employee payroll questions regarding wages, deductions, and taxes.
• Provide clear explanations of pay statements and resolve payroll issues promptly.
• Maintain strict confidentiality of payroll and employee information.

Systems and Process Improvement

• Utilize payroll and HRIS systems such as ADP, UKG, Paychex, Workday, or similar platforms.
• Assist with system testing, updates, and payroll process enhancements.
• Identify inefficiencies and recommend process improvements to increase accuracy and timeliness.

Required Qualifications

• High school diploma or equivalent; Associate's or Bachelor's degree preferred.
• Payroll Clerk: 1-2 years of payroll, accounting, or HR experience.
• Payroll Specialist: 3 or more years of progressively responsible payroll experience.
• Knowledge of payroll processing, deductions, and basic labor laws.
• Proficiency in Microsoft Excel and payroll systems.
• Strong attention to detail and organizational skills.
• Ability to handle confidential information with integrity and professionalism.