Payroll and Finance Operations Specialist

Menlo School • Atherton, CA

5d • Onsite

About The Position

Menlo School is seeking a detail-oriented and highly organized Payroll and Finance Operations Specialist to join its Business Office. The role primarily focuses on payroll processing and administration while supporting other accounting and financial operational functions. Payroll covers a diverse workforce, including full-time salaried, part-time hourly, and seasonal employees. This is a full-time, exempt position requiring in-person, on-campus attendance five days a week, Monday through Friday.

The position handles payroll processing, records, employee inquiries, time-off accruals, retirement plan administration, year-end reporting, reconciliations, compliance, and payroll-related audits. It also supports accounts payable, procurement, month-end accounting, financial reporting, audits, and process improvement as Business Office needs evolve.

Requirements

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
• At least 3 years of experience in payroll processing.
• Proficiency in Google Sheets and Microsoft Excel.
• Strong knowledge of payroll software and general accounting principles.
• Strong analytical, attention-to-detail, and organizational skills, with the ability to meet deadlines.
• Excellent communication skills and the ability to handle sensitive information confidentially.

Nice To Haves

• Relevant certifications, such as CPP.
• Payroll experience in an educational or nonprofit environment.
• Experience with California payroll laws.
• Experience with Paylocity and Blackbaud Financial Edge.
• Ability to learn and adapt to new technologies and systems.
• Strong organizational skills and ability to meet deadlines in a fast-paced environment.
• Experience with accounting software and databases.

Responsibilities

• Accurately process, review, and manage payroll for all employees, including timecards, salary changes, stipends, and deductions.
• Maintain and update payroll records, including employee information, pay rates, and deductions.
• Calculate and track sick leave, vacation balances, and other time-off accruals.
• Respond to employee inquiries about wages, deductions, garnishments, and other payroll matters.
• Conduct monthly internal reviews of employee hours to determine retirement plan eligibility.
• Administer and report to the retirement plan platform.
• Review and distribute year-end payroll reports, including W-2s and 1095s.
• Adapt to new payroll processes and systems to improve operational efficiency.
• Monitor payroll regulations and maintain compliance with federal, state, and local payroll, wage, and hour laws.
• Reconcile payroll transactions, accrued leave, retirement contributions, payroll general ledger accounts, benefits, and cash transactions, and resolve discrepancies.
• Lead payroll-related audits, including workers’ compensation and retirement plan audits.
• Draft and maintain payroll and other Business Office procedure documentation.
• Support accounts payable and procurement, including purchase order management and vendor invoice reconciliations.
• Assist with month-end accounting, financial reporting, and audits.
• Collaborate with the accounting team on special projects.
• Contribute to process improvement initiatives and adapt to new functions, processes, and systems as department needs evolve.
• Take on additional Business Office responsibilities and other duties as assigned.

Benefits

• Highly competitive salary.
• Comprehensive benefits package.
• Generous contributions to a retirement plan for eligible employees and their families.
• Exceptional work environment and caring community.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level