Payroll Specialist

Total Package HR • San Diego, CA

20d • Hybrid

About The Position

Total Package HR is seeking a Payroll Specialist to lead and manage payroll processing for assigned clients. The role oversees complex payroll operations, including multi-state payrolls, supports new client implementations, and coordinates with HR and Benefits teams to maintain accurate, compliant processes. The Payroll Specialist provides advanced troubleshooting and reporting support, serves as a resource to Payroll Coordinators, and contributes to process improvement and audit readiness. The position requires expert payroll knowledge, strong analytical and communication skills, and the ability to manage multiple client deadlines while providing responsive service. The role works with clients, internal colleagues, founding partners, and other business partners in a fast-paced HR and Payroll services firm.

The position is hybrid and based in San Diego, California. Most work is performed in an indoor office setting or home office. Local travel to client sites and meetings may be required, with occasional out-of-town travel. The role involves using a computer workstation for up to eight hours per day and following company safety and ergonomics policies.

The company describes its culture as client-focused, responsive, collaborative, candid, and fun. Employees are expected to demonstrate ownership, urgency, curiosity, sound judgment, clear communication, and alignment with company values. Compensation is listed as $70,000–$80,000 per year. The package includes medical, dental, vision, and life insurance; paid vacation, sick time, and holidays; a 401(k) Safe Harbor retirement plan; professional development allowances and opportunities; and a flexible, dynamic small-team environment.

Requirements

• High school diploma or GED required.
• Minimum 3–5 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 Microsoft Office Suite.
• Excellent written and verbal communication skills.
• Professional, responsive, and welcoming customer-service skills.
• Ability to exercise sound judgment when handling confidential and sensitive personnel matters.
• Ability to work autonomously and as a team member.
• Focused and organized, with a strong work ethic; reliable and honest.
• Self-driven and able to manage responsibilities proactively.
• Growth mindset.
• Must be able to sit at and navigate a computer workstation for up to eight hours per day.
• Must follow company safety and ergonomics policies and inquire when uncertain about safety or ergonomics.

Nice To Haves

• Bachelor’s degree in Business Administration, Business Management, or a related field is strongly preferred.
• Expert-level payroll knowledge and experience managing complex payroll processes.
• Experience with multi-state payroll, payroll systems, audits, client implementations, and payroll reporting.

Responsibilities

• Lead full-cycle payroll processing for assigned clients, including complex multi-state payrolls with multiple earnings, deductions, and tax jurisdictions.
• Audit and validate payroll data, deductions, benefit setups, and system accuracy through routine and quarterly reviews for wage-and-hour and tax compliance.
• Manage wage garnishment setups and responses, ensuring timely and compliant processing.
• Balance and reconcile payroll before and after processing, correct variances, and document approvals.
• Process off-cycle payrolls, bonuses, commissions, and corrections as needed.
• Generate and customize payroll and financial reports using client payroll software or Excel.
• Monitor payroll tax filings and collaborate with the Payroll Manager to ensure accuracy and timeliness.
• Conduct quarterly and annual payroll audits, document findings, and recommend improvements.
• Support ACA, COBRA, and benefit reconciliation projects with Benefits and Compliance teams.
• Manage client payroll configurations, including earning and deduction codes, general-ledger mapping, and user roles; collaborate with the Payroll Manager on system testing and enhancements.
• Lead the payroll function for new client implementations, including data validation, setup, and shadow-run testing.
• Provide payroll processing coverage for On-Demand clients as assigned.
• Serve as the primary payroll contact for assigned clients and maintain a broad understanding of their systems, policies, and payroll processes.
• Lead HRIS-related system changes affecting payroll, time and attendance, and time-off policies; coordinate updates with HR leadership and inform Payroll Coordinators.
• Partner with HR leadership to review and implement payroll-related policy updates.
• Create and maintain SOPs, checklists, and payroll trackers, keeping documentation current, standardized, and accessible.
• Participate in client projects, including system implementations, workers’ compensation audits, payroll tax audits, and other initiatives.
• Support annual W-2, 941, and bonus reconciliation reviews, as well as year-end data validation and filing readiness.
• Mentor Payroll Coordinators through training, guidance, and quality reviews.
• Identify and communicate payroll trends, risks, and process improvement opportunities to enhance accuracy, efficiency, and client satisfaction.
• Maintain current knowledge of employment laws and best practices for the locations where clients operate.
• Monitor client time, ensure value is provided, and manage work within client budgets.
• Cross-train on peers’ duties and coordinate overlapping responsibilities to ensure work is not missed.
• Respond to client requests the same day, or first thing the following day for requests received late in the day.
• Collaborate and communicate with the team, escalate matters when appropriate, promptly communicate mistakes, and keep SOPs, project management systems, and continuity documentation current.
• Complete assigned projects and other duties for Total Package clients, On-Demand clients, and general company operations.

Benefits

• Medical, dental, vision, and life insurance.
• Paid vacation, sick time, and holidays.
• 401(k) Safe Harbor retirement plan.
• Professional development allowances and opportunities.
• Flexible, dynamic, and fun small-team environment.
• Opportunity to learn and grow through ownership of the role and empowerment within the company.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED