Payroll Specialist

AMEN CLINICS, INC., A MEDICAL CORPORATION•Costa Mesa, CA

About The Position

The Payroll Specialist will be responsible for calculating employees’ compensation, updating internal payroll databases and ensuring timely semi-monthly payroll processing. Essential Duties and Responsibilities: Payroll Processing & Administration Execute semi-monthly payroll processing in ADP Workforce Now for multi-state employees. Process off-cycle payroll payments, including final pay, adjustments, and corrections. Review, reconcile, and upload documented pay adjustments (doc pay). Perform proration calculations for new hires, terminations, and compensation changes. Handle exception reporting and resolution, ensuring timely correction of payroll discrepancies. Issue or reissue physical or replacement checks or direct deposits due to payroll errors or final discharge. Payroll Deductions & Compliance Ensure proper processing of payroll deductions, including taxes, benefits, charitable contributions, wage garnishments, HSA, and 401(k). Maintain familiarity with federal and state compliance requirements, payroll tax laws, wage and hour laws, and deduction regulations. Record and process federal and state payroll tax deposits. Support insurance benefit analysis and verify benefit-related deductions for accuracy. Prepare and reconcile HSA and 401(k) reporting. Systems Management Manage payroll systems including ADP Workforce Now and Concur expense reporting. Maintain payroll GL mapping between ADP and accounting systems. Generate the GL interface file from ADP after every payroll and upload to Sage 100. Support system audits, testing, and upgrades as needed. Accounting & Reconciliation Reconcile payroll to the general ledger and ensure accurate payroll-related journal entries. Review payroll registers and validate earnings, taxes, deductions, and net pay. Assist with monthly and year-end close processes related to payroll. Year-End Processing Assist with year-end payroll adjustments and reconciliation. Coordinate W-2 generation and distribution through ADP. Prepare and process 1099-NEC generation for applicable contractors. Reporting & Analysis Utilize advanced Excel skills for payroll reporting, reconciliations, and data analysis. Use Microsoft Access (recommended but not required) for data management and reporting as needed. Generate payroll-related reports for HR, Finance, and leadership teams. Other Responsibilities Maintain confidentiality of payroll and employee information. Perform other HR and payroll-related duties as assigned.

Requirements

High School diploma or equivalent required; Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred.
3+ years’ experience using ADP Workforce Now required.
Experience processing multi-state payroll required.
Experience with Sage 100 and Concur preferred.
Strong knowledge of payroll compliance, tax regulations, wage laws, and accounting fundamentals.
Proficient in Microsoft Office Suite with advanced Excel skills required.
Microsoft Access experience recommended.
Strong analytical, reconciliation, and problem-solving skills.
High level of accuracy, confidentiality, and attention to detail.
Excellent communication and organizational skills.

Nice To Haves

Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred.
Experience with Sage 100 and Concur preferred.
Microsoft Access experience recommended.

Responsibilities

Execute semi-monthly payroll processing in ADP Workforce Now for multi-state employees.
Process off-cycle payroll payments, including final pay, adjustments, and corrections.
Review, reconcile, and upload documented pay adjustments (doc pay).
Perform proration calculations for new hires, terminations, and compensation changes.
Handle exception reporting and resolution, ensuring timely correction of payroll discrepancies.
Issue or reissue physical or replacement checks or direct deposits due to payroll errors or final discharge.
Ensure proper processing of payroll deductions, including taxes, benefits, charitable contributions, wage garnishments, HSA, and 401(k).
Maintain familiarity with federal and state compliance requirements, payroll tax laws, wage and hour laws, and deduction regulations.
Record and process federal and state payroll tax deposits.
Support insurance benefit analysis and verify benefit-related deductions for accuracy.
Prepare and reconcile HSA and 401(k) reporting.
Manage payroll systems including ADP Workforce Now and Concur expense reporting.
Maintain payroll GL mapping between ADP and accounting systems.
Generate the GL interface file from ADP after every payroll and upload to Sage 100.
Support system audits, testing, and upgrades as needed.
Reconcile payroll to the general ledger and ensure accurate payroll-related journal entries.
Review payroll registers and validate earnings, taxes, deductions, and net pay.
Assist with monthly and year-end close processes related to payroll.
Assist with year-end payroll adjustments and reconciliation.
Coordinate W-2 generation and distribution through ADP.
Prepare and process 1099-NEC generation for applicable contractors.
Utilize advanced Excel skills for payroll reporting, reconciliations, and data analysis.
Use Microsoft Access (recommended but not required) for data management and reporting as needed.
Generate payroll-related reports for HR, Finance, and leadership teams.
Maintain confidentiality of payroll and employee information.
Perform other HR and payroll-related duties as assigned.