Key Responsibilities:

• Process accurate, on-time payroll for employees and independent contractors in Paychex on a semi-monthly basis, including regular wages, overtime, double-time, additional compensation, shift differentials, bonuses, commissions, and final pay in compliance with states wage laws

• Maintain Paychex as the system of record for payroll data used by Finance, ensuring data integrity across integrated systems

• Maintain state tax registrations and ensure correct state and local tax withholding and unemployment insurance setup as we expand into new states

• Register the company for payroll tax accounts in new states via Middesk and maintain powers of attorney (POAs) with tax agencies

• Set up, maintain, and deactivate employee accounts in our QuickBooks, QB Time, Unanet, Paychex

• Ensure payroll complies with federal, state, and local regulations; prepare reports for accounting, management, and tax authorities

• Administer wage garnishments of all types (child support, tax levies, creditor garnishments), tracking each against its statutory limits through completion

• Process leave-related pay (e.g., disability, paid family leave, parental leave) accurately, coordinating with Sparrow leave management software

• Review and audit timesheets for accuracy and completeness; follow up with employees and managers to resolve discrepancies before payroll deadlines

• Assign and maintain job codes for employees to ensure accurate labor cost allocation and reporting

• Serve as a point of contact for payroll-related inquiries, resolving discrepancies and explaining pay or deduction issues

• Process payroll-related changes such as new hires, terminations, pay rate changes, direct deposit updates, and tax withholding elections

• Support wage garnishments, verifications of employment, and payroll tax filings as needed

• Work closely with HR, finance, and other departments to coordinate payroll activities and support organizational goals

• Maintain payroll records and documentation in compliance with federal and state record-keeping requirements

• Assist with month-end close, payroll reconciliations, and reporting for the accounting team

Support automation initiatives across payroll and timekeeping systems to reduce manual data entry and improve accuracy and efficiency

• Identify opportunities to improve payroll and timekeeping processes and documentation

Required Skills:

• 3+ years of payroll processing experience, including multi-state payroll

• Working knowledge of California wage and hour laws (overtime, meal/rest premiums, final pay rules, sick leave) and familiarity with multi-state payroll tax and compliance requirements

• Experience with Paychex payroll and QB Time (formerly TSheeets) timekeeping software

• Strong attention to detail and accuracy in calculations with a high volume of data

• Excellent communication skills and a service-oriented approach when working with employees at all levels

• Ability to handle confidential information with discretion

• Ability to explain payroll processes clearly to employees and collaborate with internal teams

• Manage multiple deadlines, prioritize tasks, and maintain confidentiality of sensitive information

• Technical aptitude and comfort with systems integration; ability to identify and support automation of manual processes

• Familiarity with BambooHR (or similar HRIS) and how it interfaces with payroll and timekeeping systems

• Experience administering garnishments and coordinating leave payouts with third-party leave administrators (Sparrow experience a plus)

• Availability during critical payroll processing and month-end close periods is essential; time off during these windows is generally limited and coordinated in advance