HR/Payroll admin opening in Santa Clara

Ultimate Staffing; Santa Clara (CA); On-site; USD 48,216 - 61,992; Full time

Job summary

A staffing agency in Santa Clara is looking for a detail-oriented HR/Payroll Administrator. You will handle payroll processing using ADP, manage employee records, support benefits administration, and coordinate HR activities for both domestic and international teams. A strong background in HR and payroll is essential, with a focus on compliance and confidentiality. This role is full-time and on-site, providing competitive compensation.

Qualifications

• 3-5 years of HR and payroll experience required.
• Experience with multi-state or international payroll is a plus.
• Strong understanding of payroll compliance and benefits administration.

Responsibilities

• Process semi-monthly payroll using ADP Workforce Now.
• Manage employee files for U.S. and international employees.
• Coordinate new hire orientation and exit interviews.

Skills

HR and payroll experience

Proficiency in ADP

Proficiency in QuickBooks

Understanding of payroll compliance

Excellent organizational skills

Communication skills

Confidential information management

Multi-state payroll knowledge

Job description

Job Summary

We are seeking a detail-oriented and experienced HR/Payroll Administrator to join our growing team. In this vital role, you will be responsible for processing payroll for 41 employees via ADP Workforce Now bi-weekly, managing employee records, supporting benefits administration, and coordinating HR activities for both domestic and international teams.

Location

Location: Santa Clara, CA (100% on-site)

Employment Type

Contract-to-Hire

Schedule

Schedule: Monday-Friday, 8AM-5PM

Compensation

Compensation: Weekly Pay + Benefits
Pay: $35-45/hr

Start Date

ASAP

Key Responsibilities

Payroll Duties 30%:

• Process semi-monthly payroll using ADP Workforce Now for U.S. employees
• Manage monthly payroll for international subsidiaries
• Maintain payroll records and ensure accurate benefit deductions (401K, FSA, Medical)
• Coordinate with 401K administrator (Charles Schwab) for loan and rollover tracking
• Calculate vacation and end-of-service balances
• Reconcile payroll, taxes, and deduction accounts
• Upload payroll entries into QuickBooks
• Generate monthly headcount reports and provide data for audits and census reporting
• Ensure accurate W-2s and quarterly tax filings for all entities

HR Duties 70%:

• Maintain employee files (active and terminated) for U.S. and international employees
• Respond to government agency inquiries (IRS, EDD, SSI)
• Track and manage employee stock options, plans, and exercised packages
• Process incoming resumes and prepare new hire onboarding materials
• Coordinate new hire orientation and exit interviews
• Maintain company policy manuals and organizational charts
• Partner with recruiting agencies and university contacts
• Coordinate with legal teams on H-1B and green card processes
• Manage annual benefits renewal with insurance brokers
• Execute monthly payments to medical insurance providers
• Provide employment verification as needed

Qualifications

• 3-5 years of HR and payroll experience
• Proficiency in ADP and QuickBooks
• Strong understanding of payroll compliance and benefits administration
• Excellent organizational and communication skills
• Ability to manage confidential information with discretion
• Experience with multi-state or international payroll is a plus

EEO Statement

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

Job Details

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Human Resources
• Industries: Manufacturing