Payroll and Accounting Assistant

Integrated Resources Institute•Santa Ana, CA

4d•$26 - $26•Remote

About The Position

The Payroll and Accounting Assistant is responsible for carrying out all directives from the Finance Supervisor, with the highest priority being the accurate and timely completion of payroll processing, reconciliations, and related reporting tasks. This position provides administrative and financial support to ensure the efficient daily operations of the Finance department. Their primary objective is to process payroll and maintain accurate payroll and accounting records while supporting the organization in meeting deadlines and compliance obligations. The Payroll and Accounting Assistant applies knowledge of payroll practices, basic accounting principles, and strong Microsoft Excel skills to ensure accuracy in data entry, reporting, and reconciliation across multiple systems. The Payroll and Accounting Assistant supports payroll processing, expense and mileage reimbursements, withholding orders, reconciliations, and preparation of payroll-related reports in compliance with established policies and regulatory requirements. This role requires proficiency in digital tools such as Paycor, QuickBooks Online, Microsoft Excel, and other internal systems to enter, track, and organize payroll and financial data efficiently. The Payroll and Accounting Assistant will ensure that all assigned tasks are completed within required deadlines, documentation is properly maintained, and communication with internal and external stakeholders is timely, professional, and responsive.

Requirements

Associate’s degree in accounting, finance, business administration, or related field preferred.
Minimum 1 year of payroll processing experience required.
Knowledge of California payroll and HR regulations, including wage and hour compliance.
Proficiency in Microsoft Excel at an intermediate level (pivot tables and VLOOKUP or XLOOKUP required) with the ability to pass a skills assessment.
Experience with payroll and accounting systems (e.g., Paycor, Paylocity, Paychex, QuickBooks Online, or similar platforms) and knowledge of basic accounting principles.
Familiarity with Microsoft 365 applications including Outlook, Teams, and SharePoint, and OneDrive.
Strong organizational skills with the ability to manage multiple tasks, prioritize effectively, and meet deadlines.
High level of attention to detail and accuracy in data entry, reporting, and recordkeeping.
Effective written and verbal communication skills, with the ability to respond professionally to employee, manager, and external inquiries.
Ability to maintain confidentiality of sensitive payroll, employee, and financial information, safeguarding data integrity at all times.
Comfortable working in a paperless environment and adaptable to learning new systems, portals, and digital tools.
Experience working remotely or hybrid with strong work ethic and self-motivation to complete tasks and meet deadlines
Commitment to the full inclusion of all persons with disabilities.
Must reside within commuting distance of a Southern California office (Orange County, Los Angeles, Inland Empire, or San Diego).

Responsibilities

Process semi-monthly payroll accurately and on time, including regular and overtime hours, mileage, meal and rest break premiums, reimbursements, and holiday pay.
Receive, stamp, and mail semi-monthly payroll checks.
Prepare and issue final paychecks for separating employees, ensuring compliance with all applicable state and federal requirements.
Generate post-payroll reports (e.g., overtime, mileage, short lunches) and distribute to senior leadership for review.
Respond promptly to employee and management inquiries regarding payroll, expenses, timekeeping, and related policies.
Review and process employee expense reports and per diem requests, ensuring compliance with company policy.
Reconcile mileage submissions and generate pivot reports for Director review.
Assist with benefit-related reconciliations to ensure payroll deductions align with carrier invoices.
Generate and forward standard deduction reports to Human Resources.
Maintain tracking of benefit invoices for employees on leave by monitoring receipt of benefit repayment agreements initiated by Human Resources on DocuSign.
Support CalSavers administration, including submissions, reconciliation, new hire enrollment, termination processing, and employee/manager inquiries.
Manage biweekly CalSavers administration by reviewing and reconciling contributions, submitting payroll-based contributions (including off-cycle checks), generating contribution reports, and ensuring alignment between the CalSavers portal and HCM system.
Enter CalSavers journal entries in QuickBooks Online (QBO) with attached payment confirmations.
Process wage withholding orders (e.g., garnishments, child support) in compliance with federal and state requirements.
Maintain payroll and accounting records in compliance with company policy and applicable regulations.
Assist with preparation of payroll-related audits, reports, and reconciliations as requested.
Prepare and distribute separation packets in collaboration with HR.
Provide cross-functional support for payroll-related accounting tasks and special projects as assigned.
Organize and maintain digital records and folders (e.g., invoices, receipts) and attaching them to corresponding QuickBooks Online transactions or journal entries.
Daily review and correction of overlapping punches in eRSP (conflict assignments)
Process employee bonuses; update bonus tracking sheet and enter on timecard; respond to manager inquiries regarding bonuses.
Enter bereavement on employee timecards as requested by managers, and enter or approve PTO and sick time when needed, ensuring accurate and timely updates
Maintain payroll notes by tracking relevant communications in Teams group chats and separation emails, ensuring all administrative details are accurately recorded and accessible.
Update payroll notes with details.
Enter calendar reminders for payroll and accounting deadlines in Outlook, and post Paycor engage reminders for expense deadline.
Proactively manage personal workload and schedules by maintaining a calendar with deadlines, due dates, and tasks, ensuring timekeeping in Paycor accurately reflects hours worked.
Cross train for backup invoice processing.
All other duties as assigned by the Finance Supervisor to support the mission and strategic goals of the organization.

Benefits

Fully Remote Position with Company-Provided Equipment
Medical, Dental, and Vision Insurance
Lifestyle Spending Account ($50 per month after 90 days of employment + $25 on your birthday!)
Employee Assistance Program
Paid Time Off and Paid Sick Leave
Employee Referral Program
Flexible Spending Account
Retirement Plan (Roth IRA)
Company Paid Life Insurance and Long-Term Disability
Plus Additional Voluntary Benefits