Payroll Specialist

CARDEA HEALTH•Oakland, CA

20d•$35 - $40•Onsite

About The Position

Cardea Health, a nonprofit organization providing compassionate health care and related services to marginalized populations, is seeking an onsite Payroll Specialist. The position is based primarily at OakTown Collective, an interim housing program in Oakland serving people experiencing homelessness who may have complex medical, behavioral health, and social service needs. The workplace emphasizes stabilization, health, dignity, connection to community resources, and permanent housing opportunities. The Payroll Specialist is responsible for accurate and timely payroll processing in compliance with federal, state, and local laws, with particular emphasis on California payroll and wage-and-hour requirements. The role manages payroll calculations, deductions, tax withholdings, timekeeping, reporting, reconciliations, and employee inquiries. It requires hands-on experience processing payroll for California employees and strong knowledge of applicable California payroll requirements. The role works with Human Resources, Finance, managers, benefit providers, employees, auditors, and government agencies. Cardea Health describes its culture as inclusive and diversity-focused, guided by its CARE(S) values: Compassion, Accountability, Respect, Engagement, and Support. Employees are expected to interact professionally, respectfully, and compassionately in supportive housing, interim housing, medical respite, and community-based settings, using trauma-informed, person-centered, and harm-reduction-oriented service delivery.

Requirements

At least 3 years of hands-on payroll processing experience.
Demonstrated experience processing payroll for employees working in California.
Strong working knowledge of California payroll and wage-and-hour laws and regulations.
Experience with California overtime, double time, paid sick leave, final pay, wage statements, payroll deductions, and related compliance requirements.
Working knowledge of federal and California payroll tax requirements.
Experience with PayCom payroll software and/or an HRIS or payroll system.
Strong attention to detail and accuracy.
Ability to maintain confidentiality of sensitive employee and payroll information.
Strong analytical and problem-solving skills.
Ability to meet strict payroll deadlines.
Excellent organizational and communication skills.
Proficiency with Microsoft Excel or comparable spreadsheet software.
Ability to interpret payroll-related regulations and apply them to payroll processing.
Excellent recordkeeping and documentation skills.
Professional and responsive customer-service skills.
Ability to work independently while collaborating effectively with HR and Finance.

Nice To Haves

Payroll certification such as FPC or CPP.
Experience processing payroll for a multi-location or multi-state workforce.
Experience in healthcare, home care, senior care, or another regulated service environment.
Experience with California-specific payroll audits or government inquiries.
Experience administering timekeeping systems and integrating timekeeping data with payroll.

Responsibilities

Process regular bi-weekly, supplemental, off-cycle, and final payroll accurately and on time.
Review and validate timekeeping, hours worked, overtime, double time, differentials, bonuses, stipends, deductions, and other compensation.
Apply California wage-and-hour requirements to payroll calculations, including overtime and double-time rules.
Maintain working knowledge of California rules affecting payroll, including meal and rest periods, paid sick leave, reporting time pay, final wage payments, wage statements, wage deductions, pay frequency, payroll deadlines, and payroll record retention.
Ensure compliance with federal, state, and local payroll tax requirements; process tax withholdings and employer payroll taxes.
Review payroll tax filings, quarterly reports, year-end reporting, W-2s, and other required payroll documents.
Maintain accurate employee payroll records and enter and update payroll information in PayCom or the applicable HRIS system.
Review payroll reports for errors, discrepancies, unusual transactions, and missing information before finalizing payroll.
Reconcile payroll registers, payroll tax liabilities, general ledger accounts, and other payroll-related accounts.
Process employee changes, including hires, terminations, pay-rate changes, promotions, transfers, direct deposits, deductions, and benefit changes.
Ensure California final-pay requirements are followed when employees separate from employment.
Respond to employee questions about pay, deductions, taxes, timekeeping, direct deposit, benefit deductions, and payroll policies; research discrepancies and make corrections.
Coordinate with Human Resources, Finance, managers, and benefit providers to resolve payroll issues.
Assist with payroll audits and provide documentation requested by auditors, government agencies, and other authorized parties.
Maintain confidentiality and security of payroll and employee information.
Monitor changes in federal, California, and applicable local payroll laws and regulations and communicate relevant changes to management.
Develop and maintain payroll procedures, checklists, and internal controls to support accuracy, compliance, and segregation of duties.
Perform other payroll, accounting, HR, and administrative duties as assigned.