Payroll Specialist - Hybrid

Acuity Eye Group•Santa Ana, CA

2d•Hybrid

About The Position

The Payroll Specialist supports the accurate and timely processing of payroll for all organization personnel. Reporting to the Payroll Supervisor, this role handles day-to-day payroll processing, maintains payroll records and data integrity, prepares payroll reports, and assists with payroll accounting, compliance, and reconciliation. The Payroll Specialist works closely with HR, Finance/Accounting, department managers, employees, and payroll vendors to resolve questions and discrepancies. This position requires a high level of confidentiality, accuracy, organization, and professionalism.

Requirements

High school diploma or GED
3–5 years of payroll experience, preferably in a multi-state or complex payroll environment
Working knowledge of payroll processing principles and practices
Experience with payroll systems (Paylocity strongly preferred)
Proficiency in Microsoft Office, especially Excel, Word, and Outlook
Strong attention to detail, organization, and ability to meet payroll deadlines
Ability to research discrepancies and resolve routine payroll issues independently
Strong written and verbal communication skills
Ability to maintain strict confidentiality
Knowledge of payroll taxes, deductions, timekeeping, PTO, and compensation
Strong Excel skills (sort, filter, reconcile, analyze data)
Strong math, analytical, and problem-solving skills
Customer service mindset and ability to communicate effectively with all stakeholders
Sound judgment and ability to escalate issues appropriately
Ability to work independently and as part of a team in a fast-paced environment
Integrity, accountability, and a continuous-improvement mindset

Nice To Haves

Associate’s or Bachelor’s degree in Accounting, Finance, HR, Business Administration, or related field
Experience processing payroll for multiple locations or states
Experience in healthcare, ophthalmic, medical, or similarly regulated industries
Experience with payroll reconciliations, payroll-related accounting, audits, and year-end W-2 processes
Knowledge of federal and California payroll requirements
Certified Payroll Specialist (CPS) or other payroll certification; FPC or CPP a plus

Responsibilities

Assist with accurate and timely processing of biweekly and off-cycle payrolls
Review, verify, and input payroll data, including hours, overtime, PTO, bonuses, commissions, deductions, benefits, reimbursements, and adjustments
Review payroll for completeness, accuracy, and compliance before submission
Process employee changes, including new hires, terminations, transfers, pay rate and department changes, tax withholdings, direct deposits, deductions, and benefit elections
Process and verify federal and state tax withholdings, deductions, and garnishments
Review timekeeping and attendance records and work with managers and HR to resolve discrepancies
Prepare routine payroll reports (gross payroll, hours, PTO balances/accruals, deductions, taxes, benefits)
Assist with payroll reconciliations and resolve discrepancies in a timely manner
Support monthly, quarterly, and year-end reporting, including W-2 preparation and reconciliation
Assist with payroll audits and provide supporting documentation
Maintain payroll records in line with company policy and record-retention requirements
Assist with payroll system maintenance, testing, and data integrity
Support system upgrades, implementations, and integrations as assigned
Identify opportunities to improve payroll processes, controls, efficiency, and accuracy
Respond promptly and professionally to employee and manager payroll questions
Help ensure payroll practices comply with federal, state, and local laws, including wage and hour requirements
Stay informed of payroll changes and communicate potential issues to management
Escalate complex or high-risk payroll issues to management in a timely manner
Maintain confidentiality of compensation, tax, banking, benefit, and other sensitive information
Perform other duties and special projects as assigned