Payroll Specialist

Ocean view psychiatric hospital•Long Beach, CA

12d•$27 - $34

About The Position

The Payroll Specialist manages accurate, timely biweekly payroll for approximately 225 employees across multiple departments, with payroll volume expected to grow as the organization expands. The role manages the full payroll cycle, including timecard review, payroll audits, wage calculations, differentials, overtime, double time, meal premiums, retroactive payments, deductions, and corrections. The Payroll Specialist is the primary contact for payroll matters and is responsible for managing increasing payroll volume and complexity while maintaining accuracy, organization, and compliance. The position works closely with Human Resources, Scheduling, department managers, and employees to identify and resolve payroll discrepancies before payroll is finalized. It also supports benefits administration and other HR functions that intersect with payroll. The employer is seeking candidates in California and is not considering out-of-state applicants at this time.

Requirements

At least 2–3 years of hands-on payroll processing experience.
Working knowledge of California wage-and-hour requirements, including overtime, double time, meal-period premiums, final pay, and wage statements.
Strong Microsoft Excel skills and ability to work with payroll reports and large data sets.
Strong analytical and problem-solving skills and exceptional attention to detail.
Ability to independently manage deadlines and consistently follow up with managers and employees.
Strong written and verbal communication skills.
Ability to handle sensitive and confidential information with discretion.
Ability to take ownership of payroll from beginning to end, actively identify missing or inconsistent information, follow up on unresolved items, and verify payroll before submission.
Strong judgment, organization, follow-through, and ability to recognize when an issue requires escalation.
Ability to work in a fast-paced, growing organization with multiple departments, schedules, pay practices, and competing deadlines.
Ability to communicate effectively in person, by telephone, and electronically.
Ability to perform the essential functions of the position with or without reasonable accommodation.

Nice To Haves

California payroll experience is strongly preferred.
Experience independently processing payroll for a multi-department workforce is strongly preferred.
Experience with Rippling, ADP, or a comparable HRIS/payroll platform is preferred.
Experience processing differentials, retroactive payments, bonuses or incentives, payroll corrections, and other variable earnings is preferred.
Experience with benefits deductions and payroll reconciliation is preferred.
Healthcare, behavioral health, hospital, or other 24/7 workforce experience is preferred.
Experience supporting payroll in a 24/7 healthcare environment is highly desirable.
Familiarity with 12-hour schedules, overnight shifts, shift differentials, meal premiums, overtime and double-time calculations, per diem employees, and variable staffing schedules is beneficial.

Responsibilities

Manage and process biweekly payroll accurately and within established deadlines.
Review employee timecards for completeness, accuracy, and manager approval; identify discrepancies and follow up before payroll is finalized.
Perform pre-payroll audits and reconcile payroll before submission; conduct post-payroll reviews to confirm accurate payment.
Verify regular hours, overtime, double time, shift differentials, incentive pay, meal premiums, holiday pay, and other applicable earnings, including for employees on alternative schedules.
Process retroactive pay, adjustments, corrections, and off-cycle payments as needed.
Review employee transactions—including hires, terminations, compensation and status changes—to ensure accurate payroll records.
Coordinate final wage calculations and timely final pay for separating employees in accordance with California requirements.
Review deductions, benefit deductions, garnishments, and other authorized deductions for accuracy.
Maintain payroll records and supporting documentation in accordance with company retention requirements.
Respond to employee payroll questions and research discrepancies promptly and professionally.
Monitor timekeeping throughout pay periods and partner with managers to ensure timecards are corrected and approved on time.
Identify recurring timekeeping issues and communicate trends to Human Resources and management; assist with timekeeping questions and system issues.
Review timekeeping configuration and pay rules when employees transfer departments, change schedules, or receive new pay codes or differentials.
Support audits related to meal periods, overtime, double time, shift differentials, and other wage-and-hour requirements.
Serve as the primary HR contact for payroll and timekeeping functions in Rippling; maintain accurate payroll data, pay rates, earning codes, deductions, and schedules.
Troubleshoot payroll and timekeeping system issues, coordinate with Rippling support, and test configurations and system changes when appropriate.
Generate payroll, timekeeping, labor, and other reports requested by HR and leadership.
Maintain payroll documentation during HRIS changes and process improvements; develop and maintain payroll checklists, audit procedures, and internal controls.
Assist with benefit enrollments, changes, deductions, payroll reconciliation, COBRA administration, and termination-related benefit processing.
Support 401(k) contribution and deduction reconciliation and coordinate with benefit brokers, retirement plan administrators, and other vendors as needed.
Assist with workers' compensation payroll reporting and related documentation; support HR with employee records, audits, reporting, and administrative functions.
Maintain strict confidentiality of employee compensation, payroll, benefits, and personal information.
Process payroll according to applicable federal and California wage-and-hour requirements and company policies; identify potential compliance concerns and escalate them promptly to the Director of Human Resources.
Maintain organized documentation supporting payroll calculations, corrections, and employee pay changes.
Escalate significant payroll discrepancies, system issues, and compliance concerns to the Director of Human Resources.