Payroll Coordinator

Total Package HR Services•San Diego, CA

just now

About The Position

The Payroll Coordinator (PRC) supports Total Package HR (TPHR) clients by preparing, processing, and reconciling multi-state payrolls with accuracy and compliance. This role ensures that payroll data, including hours, deductions, benefits, and taxes, are validated and completed in accordance with federal, state, and local regulations. The PRC collaborates with the HR and Benefits teams, maintaining data integrity across HRISs, assisting with reporting, and supporting audits and compliance projects. This position requires exceptional attention to detail, a sense of urgency, and strong communication skills to deliver timely, client-focused payroll support. You will interface with TPHR’s clients, internal team members, and other partners; therefore, polished and exceptional communication skills must be demonstrated at all times. The position requires the experience and skill set of a trusted Payroll team member, with knowledge of wage and hour compliance, employee relations, and organizational partnership. In this role, you will have the opportunity to learn and grow with a fast-paced, fun HR services firm. You will work side-by-side with TPHR’s founding partners and team members. You will be able to apply your experience and education while rapidly expanding your HR and Payroll knowledge base. This is a role for someone passionate about Human Resources, someone who enjoys critical thinking, challenging the norm, and is detail-oriented. To join and be successful on our team, you must be aligned with our Company’s values.

Requirements

Bachelor’s degree in Business Administration, Business Management, or related field, strongly preferred. High School diploma or GED required.
Minimum 2-3 years of progressive Human Resources or Payroll experience in a fast-paced or multi-client environment, with increasing responsibility in employee relations, compliance, and business partnership.
Advanced computer skills, including MS Office Suite.
Excellent communication skills – written and verbal.
Professional, responsive, and welcoming customer service skills.
Ability to exercise sound judgment to handle confidential and sensitive personnel matters.
Ability to work autonomously and as a team member.
Focused and organized.
Self-driven and can GSD.
Possesses a growth mindset.
Reliable and honest with a strong work ethic.

Responsibilities

Live the TPHR Values each day in all that you do for TPHR and our clients.
Take ownership of everything you touch.
Be proactive, forward-thinking, and curious. Question everything in a positive, inquisitive manner.
Seek to understand the “why” behind all that you do.
Give your full attention to your work each workday.
Anticipate challenges, push back, and offer alternative perspectives.
Collaborate and communicate daily with the team regarding client matters and other relevant topics.
Know when to escalate matters to TPHR leaders.
Do not make assumptions.
Know that bad news doesn’t get better with time; when mistakes happen, urgently communicate such to your leaders.
Always use the TPHR established tools, techniques, and methods (e.g. SOPs, Teams, LastPass, etc.).
Keep SOPs and TPHR Continuity Binder updated in real-time.
Avoid conflicts and seek clarity when uncertain.
Practice what we preach.
Always do the right thing when no one is looking.
Process and reconcile full-cycle payroll for assigned clients within HRIS, ensuring accuracy in earnings, deductions, and taxes.
Review timecards, imports, and adjustments for wage and hour compliance (including meal breaks, OT rules, and Regular Rate calculations).
Validate deduction setups (benefits, garnishments, retirement) before payroll submission and ensure proper taxability coding.
Balance payroll pre- and post-processing to identify and correct variances.
Obtain required client approvals before finalizing payroll.
Prepare off-cycle checks for bonuses, commissions, or corrections as needed.
Generate and distribute post-payroll reports (registers, GL, deduction summaries) and upload to client folders.
Support ACA, COBRA, and benefit reconciliation tasks in partnership with the Benefits and Compliance teams.
Conduct quarterly audits of employee tax setups, work locations, and deduction accuracy.
Maintain up-to-date knowledge of wage and hour laws across client jurisdictions.
Track and resolve payroll discrepancies through root cause analysis and preventive follow-up.
Prepare custom HRIS reports for clients and internal leaders as requested.
Partner with Payroll Specialist to support year-end reporting tasks (W-2, 941 reconciliation, bonus audits, etc.).
Maintain client payroll profiles, earning/deduction codes, and GL mapping structures in Paylocity.
Support implementation of new clients or payroll conversions by setting up templates, SOPs, and import files.
Participate in cross-functional projects, including report automation, deduction audits, and data migration clean-up.
Maintain up-to-date knowledge of employment laws and best practices for all locations in which you have clients operating.
Monitor all time spent on clients.
Ensure value is being provided to clients, time is not wasted, and we are managing to budget for Total Package and Project-based clients.
Know when to push through conversations for efficiency, when to pick up the phone to stop email exchanges that are not concluding, and when to allow client space to work through the situation, always giving the client the time they need but never losing track that we have a finite amount of time in all of our days.
Cross-train on your peers’ job duties; understand how your regular duties and those of your peers overlap and come together; ensure nothing is dropped or lost in the intersection of these duties.
Ensure all client requests are responded to the same day, or first thing the following day, when requests come in late in the day.
Will be assigned projects and other duties as a normal course of business. Some are for Total Package clients, some are for On-Demand clients, and some are for general TPHR business operations.
Additional duties will be assigned as needed.