Payroll Coordinator

Vaco by Highspring; California (MO); Hybrid; USD 48,000 - 55,000; Full time

Benefits offered by this job

Hybrid work schedule

Contract-to-Hire

Job summary

Vaco by Highspring seeks a Payroll Coordinator in Los Angeles, CA to support a growing payroll team. This hybrid role includes semi-monthly processing for 400-500 employees and compliance with California wage laws.

The position is contract-to-hire with a pay rate of $35-$40/hour, offering fast-paced work, strong data accuracy, audits, and reporting across grant projects and program funding.

Qualifications

• 2+ years of payroll processing experience
• Strong knowledge of California payroll laws and wage/hour requirements
• Experience with union payroll is preferred
• Attention to detail and ability to audit payroll data

Responsibilities

• Assist with semi-monthly payroll processing for 400-500+ employees
• Process and validate manual timesheets and off-cycle payrolls
• Audit payroll discrepancies and run payroll-related reports
• Prepare payroll data for grant/program reporting and journal entries

Skills

Payroll processing

California payroll

Union payroll

Data accuracy

Tools

Paycom

Paylocity

ADP

Paycor

Job description

Location: Mid-Wilshire / Fairfax-Wilshire - Los Angeles, CA
Schedule: Hybrid - Tuesday, Wednesday & Thursday onsite
Pay Rate: Competitive, based on experience
Conversion: Contract-to-Hire
Permanent Compensation: $35-$40/hour

About the Opportunity

Payroll Coordinator

Location: Mid-Wilshire / Fairfax-Wilshire - Los Angeles, CA
Schedule: Hybrid - Tuesday, Wednesday & Thursday onsite
Pay Rate: Competitive, based on experience
Conversion: Contract-to-Hire
Permanent Compensation: $35-$40/hour

A well-established nonprofit organization serving communities throughout Southern California is seeking a Payroll Coordinator to join its growing payroll team. This is a newly added position created to provide additional support as payroll volume has increased.

This is an excellent opportunity for a payroll professional who is comfortable working in a fast-paced environment, has strong California payroll knowledge, and enjoys working with detailed payroll data, audits, and reporting.

Key Responsibilities

• Assist with semi-monthly payroll processing for approximately 400-500+ employees across multiple employee groups.
• Process and validate manual timesheets, including paper timesheets from program employees.
• Review timesheets for accuracy, missing information, proper approvals, and compliance before entering payroll.
• Process off-cycle payrolls and final checks for terminated employees and salary adjustments.
• Audit payroll and research and resolve payroll discrepancies.
• Run payroll reports and assist with payroll-related reporting as needed.
• Prepare and process payroll data for grant and program reporting.
• Analyze employee hours and allocate payroll costs across various programs and funding sources.
• Enter and maintain garnishments, deductions, earning codes, and payroll adjustments.
• Prepare payroll and benefit journal entries for Accounting.
• Reconcile payroll-related accounts, including vacation and sick leave balances.
• Prepare union dues reports and coordinate related payment requests.
• Support benefit premium tracking and reconciliation.
• Ensure payroll practices comply with California and federal wage and hour regulations.
• Review payroll for meal and rest-break compliance.
• Research and appropriately handle overpayment situations.
• Maintain accurate payroll records and documentation.
• Respond to employee and management payroll questions and assist with issue resolution.

Required Qualifications

• 2+ years of payroll processing experience; union payroll experience strongly preferred.
• Experience processing payroll for a small to mid-sized organization.
• Strong knowledge of California payroll laws and wage/hour requirements.
• Understanding of meal and rest-break requirements, missed meal periods, overpayments, and off-cycle payroll.
• Strong attention to detail and ability to identify payroll discrepancies.
• Comfortable working independently while collaborating with a broader team.
• Strong organizational and time-management skills.
• Ability to work with high-volume, detailed payroll data.

Systems & Excel

Experience with payroll systems such as Paycom, Paylocity, ADP, or Paycor is a plus.

Strong Excel skills are required, including the ability to:

• Manipulate and analyze payroll data
• Sort and filter information
• Perform calculations and audits

Work with large spreadsheets

Use formulas and data validation

Pivot tables and VLOOKUP/XLOOKUP are a plus, but not required

Ideal Candidate

The ideal candidate is a hands-on payroll professional who can hit the ground running and confidently manage detailed payroll information with limited training. Someone with strong California payroll knowledge, excellent attention to detail, and experience working with union and/or program-based employees will be well suited for the position.

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [e-mail].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Privacy Notice

Vaco by Highspring respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR and UK GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

Pay Transparency Notice

The individual's skill sets, experience and training;

licensure and certification requirements;

office location and other geographic considerations; and

other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).