Payroll Administrative Assistant

Afinida, Inc.; Escondido (CA); On-site; USD 25,000 - 30,000; Full time

Job summary

Afinida, Inc. in Escondido, CA is seeking a Payroll Administrative Assistant to provide essential administrative support to the Payroll team.

This full-time, in-office role runs Monday–Friday, 8:00 am–5:00 pm, requiring hands-on data entry, payroll record maintenance, and confidentiality in handling employee information. The ideal candidate will be detail-oriented, organized, and capable of communicating professionally while supporting managers and employees with daily payroll tasks and office

Qualifications

• Must be detail-oriented with strong accuracy
• Excellent organization and time-management abilities
• Basic clerical procedures: filing, scanning, record-keeping
• Strong math skills for payroll data and calculations
• Ability to prioritize tasks and meet deadlines in a fast-paced environment
• Professional written and verbal communication skills
• Strong customer service and interpersonal skills
• Discretion handling confidential information and payroll data
• Proficiency with Microsoft Office and common payroll/HR software
• Ability to learn payroll and employee management systems

Responsibilities

• Perform daily data entry and maintain accurate payroll and employee records.
• Enter and process new employee information into the payroll system.
• Review, update, and maintain existing payroll data as needed.
• File, organize, and maintain electronic and physical documents.
• Scan, upload, and save documents to designated systems.
• Answer incoming calls professionally and route to the appropriate person/department.
• Monitor and respond to emails promptly and accurately.
• Sort, process, and distribute daily mail.
• Assist with payroll-related administrative matters, including garnishments and verification requests.
• Provide general administrative support to Payroll Administrators, managers, and employees.
• Maintain confidentiality of sensitive employee, payroll, and company information.
• Perform additional administrative duties and special projects as assigned by management.

Skills

Attention to detail

Organizational skills

Record keeping

Math skills

Multitasking

Professional communication

Discretion with confidential info

MS Office

Payroll systems

Teamwork

Education

Associate's Degree preferred

HS diploma or GED with 1–3 months related experience

Equivalent education/experience

Job description

We are seeking a detail-oriented and dependable Payroll Administrative Assistant to join our team at our Escondido, CA office. This is a full-time, Monday–Friday, 8:00 am–5:00 pm position that requires working in person/in the office in Escondido, CA.

This position provides essential administrative and clerical support to our Payroll Administrator teams while assisting managers and employees with day-to-day payroll and office-related needs. The ideal candidate will be organized, responsive, professional, and capable of handling confidential employee and payroll information with accuracy and discretion.

Supervisory Responsibilities

• None

Duties/Responsibilities

• Perform daily data entry and maintain accurate payroll and employee records.
• Enter and process new employee information into the payroll system.
• Review, update, and maintain existing employee and payroll data as needed.
• File, organize, and maintain electronic and physical documents in accordance with company procedures.
• Scan, upload, and accurately save documents to designated systems and locations.
• Answer incoming phone calls professionally and route calls to the appropriate individual or department.
• Monitor and respond to emails promptly, professionally, and accurately.
• Sort, process, and distribute daily incoming mail.
• Assist with payroll-related administrative matters, including garnishments and employment verification requests.
• Provide general administrative support to Payroll Administrators, managers, and employees.
• Maintain confidentiality when handling sensitive employee, payroll, and company information.
• Perform additional administrative duties and special projects as assigned by management.

Required Skills/Abilities

• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Basic understanding of clerical procedures and systems, including record keeping, filing, scanning, and document management.
• Strong mathematical and numerical skills, with the ability to accurately perform basic calculations and work with payroll-related data.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Professional written and verbal communication skills.
• Strong customer service and interpersonal skills.
• Ability to handle confidential information with discretion.
• Proficiency with Microsoft Office and general office software.
• Ability to learn and effectively use payroll and employee management systems.
• Dependable, proactive, and able to work effectively both independently and as part of a team.

Education and Experience

• Associate's Degree preferred;
• High school diploma or general education degree (GED), and one to three months’ related experience and/or training in administrative support and/or payroll administration;
• Or equivalent combination of education and experience.

Physical Demands and Work Environment

• While performing the duties of this job, the employee may be regularly required to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, telephone, and keyboard;
• Specific vision abilities required by this job include close vision requirements due to computer work;
• Light to moderate lifting may be required;
• Regular, predictable attendance is required; including quarter-driven hours as business demands dictate;
• Moderate noise (i.e., business office with computers, phone, and printers, light traffic);
• Ability to work in a confined area;
• Ability to sit at a computer terminal for an extended period.

Disclaimer

This Job Description is only a summary of the typical functions of the position or role, not an exhaustive or comprehensive list of all possible responsibilities, tasks, and duties. Additionally, responsibilities, tasks, and duties of the employee in this role might differ from those outlined in the Job Description and other duties may be assigned on a permanent or temporary basis based on business needs.

Pay Rate: $20.00 per hour

The Job Description is intended to be a general representation of the responsibilities and requirements of the job. However, the description may not be all-inclusive, and responsibilities and requirements are subject to change.

Equal Employment Opportunity

It is the policy of the Company to provide equal employment opportunities to all employees and employment applicants without regard to unlawful considerations of race, religion, color, national origin, sex, sexual orientation, gender identity or expression, age, sensory, physical, or mental disability, marital status, veteran or military status, genetic information, or any other classification protected by applicable local, state, or federal laws. This policy applies to all aspects of employment, including, but not limited to, hiring, job assignment, compensation, promotion, benefits, training, discipline, and termination. Reasonable accommodation is available for qualified individuals with disabilities, upon request.