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Payroll Specialist

  • California, Santa Clara

  • 12/18/2025

  • Contract

  • Active

Job Description:

  • Job Summary  
    We are seeking a detail-oriented Payroll Specialist to manage bi-weekly payroll processing for approximately 220 employees. This role includes handling direct deposits, garnishments, benefits, 401(k) loans and deductions, and other payroll-related activities. The Payroll Specialist will also maintain personnel allocation trackers, provide staff training on timesheets, support payroll tax filings (941, DE9/9C, W-2, ACA), and assist with annual workers’ compensation and 5500 audits.

    Key Responsibilities
    1. Process bi-weekly payroll via Paycom, reviewing employee timesheets to verify records, wages, PTO accruals, and resolve discrepancies
    2. Prepare final paychecks in compliance with state labor codes
    3. Ensure timely and accurate retirement loan repayments and garnishments
    4. Prepare monthly payroll journals and year-end accruals, uploading to Sage Intacct
    5. Perform quarterly reconciliations of payroll liability and advance accounts
    6. Support payroll tax filings and annual audits
    7. Conduct quarterly audits of staff timesheets
    8. Maintain proper record retention and payroll documentation
    9. Collaborate with Paycom team to improve payroll processes and user experience
    10. Provide staff timesheet training during New Hire Orientation
    11. Perform additional duties as assigned

    Required Qualifications
    1. Bachelor’s degree in Finance, Accounting, or related field
    2. Minimum of 5 years of hands-on payroll experience with exempt and non-exempt employees
    3. Strong knowledge of state labor law (meal/rest breaks, overtime, sick leave, exempt/non-exempt classifications)
    4. Experience with Paycom payroll systems
    5. Ability to exercise discretion, maintain confidentiality, and demonstrate professionalism
    6. High attention to detail with comfort handling large amounts of data
    7. Excellent communication skills across all organizational levels
    8. Ability to work independently and collaboratively in diverse teams
    9. Strong organizational skills with the ability to balance assignments under pressure and tight deadlines

    Preferred Qualifications (if any)
    1. Experience in nonprofit or government agency environments
    2. Familiarity with Sage Intacct accounting software
    3. Paycom administrator experience

    Physical Demands
    1. Ability to lift and/or move up to 25 pounds
    2. Ability to sit or stand for extended periods
    3. Manual dexterity to handle equipment and perform tasks requiring fine motor skills
    4. Ability to bend, reach, kneel, crouch, or crawl when interacting with equipment

    Work Environment
    1. Duties performed primarily in an administrative office setting
    2. Position requires on-site presence

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