Payroll and HR Operations Specialist

The Payroll and Operations Specialist is responsible for the accurate and timely processing of payroll, administration of ADP Workforce Now (Comprehensive Services preferred), HR compliance, employee records management, policy development, and HR system administration. This position serves as the organization's subject matter expert for payroll processing, California labor law compliance, workforce management, performance management administration, and employee lifecycle processes.

The ideal candidate will possess strong payroll accounting knowledge, experience with ADP Workforce Now, and a thorough understanding of California wage and hour laws.

Essential Duties and Responsibilities

Payroll Administration

• Process bi-weekly payroll accurately and timely utilizing ADP Workforce Now.
• Review and audit payroll data for accuracy, including earnings, deductions, taxes, garnishments, PTO balances, and benefit deductions.
• Ensure compliance with federal, state, and local payroll regulations.
• Research and resolve payroll discrepancies and employee inquiries.
• Coordinate with ADP Comprehensive Services and internal departments regarding payroll matters.
• Maintain payroll records and supporting documentation in accordance with record retention requirements.
• Process final paychecks and ensure compliance with California final pay regulations.
• Monitor meal and rest break compliance and payroll-related labor law requirements.

Payroll Accounting

• Prepare and reconcile payroll journal entries.
• Calculate and prepare monthly PTO and sick leave accruals.
• Reconcile payroll-related balance sheet accounts.
• Assist Finance with month-end close procedures related to payroll and employee benefits.
• Prepare payroll-related schedules and supporting documentation for audits.

California Labor Law Compliance

• Maintain current knowledge of California wage and hour laws.
• Ensure payroll practices comply with California labor regulations, including:

o Overtime requirements

o Meal and rest break compliance

o Final pay requirements

o Sick leave requirements

o Wage statement requirements

o Record retention requirements

• Assist management with payroll-related compliance issues and recommendations.

ADP Workforce Now Administration

• Serve as primary administrator for ADP Workforce Now.
• Configure and maintain employee profiles, security roles, workflows, and organizational structures.
• Set up and maintain employee schedules and workforce management tools.
• Assist with onboarding and offboarding processes.
• Develop and maintain system procedures and user documentation.
• Coordinate system enhancements, testing, and implementation of new modules.

Human Resources Administration

• Maintain employee records and personnel files.
• Assist with employee onboarding and orientation processes.
• Coordinate employee status changes, compensation changes, and organizational updates.
• Generate HR and payroll reports for management.
• Assist with benefits administration and employee communications.

Policy, Procedure, and Documentation Development

• Develop, document, and maintain payroll policies and procedures.
• Assist with updates to the Employee Handbook.
• Create and maintain payroll process documentation and workflow guides.
• Recommend process improvements and internal controls.
• Develop standardized forms and administrative procedures.

Performance Management Administration

• Implement and administer performance review processes within ADP Workforce Now.
• Coordinate performance evaluation schedules and communications.
• Maintain performance management documentation and reporting.
• Train managers on performance management workflows and system functionality.

Human Resources Support

• Draft and maintain job descriptions.
• Assist with compensation and position documentation.
• Support recruiting and onboarding activities as needed.
• Provide guidance to managers regarding payroll and HR administrative processes.

Qualifications

Required

• Associate's degree in Accounting, Human Resources, Business Administration, or related field.
• Minimum 5 years of payroll administration experience.
• Minimum 3 years of experience with ADP Workforce Now.
• Strong knowledge of California labor laws and payroll regulations.
• Experience preparing payroll journal entries and payroll-related reconciliations.
• Proficiency in Microsoft Excel.
• Strong analytical, organizational, and problem-solving skills.
• Excellent written and verbal communication skills.

Preferred

• ADP Workforce Now Comprehensive Services experience.
• Certified Payroll Professional (CPP).
• Experience in nonprofit, hospitality, club, or service industries.
• Experience developing policies, procedures, and employee handbooks.
• Experience implementing performance management systems.
• Bachelor's degree in Accounting, Human Resources, or related field.

Knowledge, Skills and Abilities

• Advanced knowle…