Payroll Specialist

Optima Office, Inc.; California; On-site; USD 60,000 - 80,000; Full time

Job summary

Optima Office, Inc. is seeking an accounting, payroll and benefits specialist in California. The role supports accounts payable, payroll administration, benefits administration, and regulatory compliance under CA and federal laws.

The ideal candidate will handle wage and hour compliance, payroll tax requirements, and reporting obligations across multiple systems, ensuring confidential handling of information and timely deadlines.

Qualifications

• 3+ years of experience in accounts payable, payroll administration, benefits administration, or accounting support.
• Strong knowledge of California payroll, benefits, and compliance requirements.
• Experience with Sage Intacct, Ottimate, Ramp, and Paycor preferred but not required.

Responsibilities

• Accounts Payable: upload and route vendor invoices, assign GL codes, enter invoices in Sage Intacct, process weekly payments, maintain records.
• Corporate Credit Card Administration: assign GL codes to transactions, monitor receipts, support reconciliation and internal controls.
• Employee Expense Reimbursements: review and process reimbursements per policy and CA rules.
• Payroll Administration & Compliance: calculate and prepare final payroll, process EDD forms, garnishments, VOE responses, and payroll tax notices.
• Benefits Administration: reconcile invoices, onboard new hires, manage benefit status changes and ACA compliance.
• Office & Purchasing Support: place orders, support cost-effective purchasing and inventory, assist in projects.

Skills

Accounts payable

Payroll administration

Benefits administration

Regulatory reporting

Sage Intacct

Paycor

GL coding

Excel

Tools

Ottimate

Ramp

Job description

Job Description

Description

Our client is looking for an accounting, payroll and benefits specialist for this highly trusted, detail-oriented role which is responsible for supporting accounts payable payroll administration, benefits administration, and regulatory compliance in accordance with California and federal laws. This position requires strong technical expertise, discretion in handling confidential information, and the ability to manage recurring deadlines across multiple systems.

This role also plays a critical part in maintaining compliance with wage and hour laws, payroll tax requirements, benefits regulations, and reporting obligations.

Requirements

Essential Duties & Responsibilities

Accounts Payable

• Upload and route vendor invoices through AP software for approval and processing.
• Assign accurate GL and department codes to invoices in the AP software.
• Manually enter vendor invoices into Sage Intacct, including utilities, legal, and miscellaneous invoices not processed through AP software.
• Prepare and process weekly Accounts Payable payment runs in a timely and accurate manner.
• Maintain organized records in accordance with retention and audit requirements.

Corporate Credit Card Administration

• Assign proper GL and department codes to credit card transactions for all buildings.
• Monitor receipt uploads and follow up with cardholders to ensure policy compliance.
• Support reconciliation and internal controls related to corporate card usage.

Employee Expense Reimbursements

• Review and process employee expense reimbursements in compliance with company policy and California reimbursement requirements.
• Ensure expenses are properly documented, approved, and coded prior to payment.

Payroll Administration & Compliance

• Calculate and prepare final paychecks and manual payroll checks in compliance with California wage and hour laws, including final pay requirements.
• Process and respond to EDD forms, including Disability Insurance (DI), Paid Family Leave (PFL), Unemployment Insurance (UI) claims, and EDD audit requests.
• Process and submit garnishments and child support orders through Paycor in accordance with legal timelines.
• Respond to Verification of Employment (VOE) requests in a timely manner.
• Prepare and submit monthly Bureau of Labor Statistics (BLS) reports, as required.
• Prepare, review, and file annual EEO-1 and California Pay Data Reports.
• Respond to payroll tax notices and coordinate resolution with Paycor and applicable agencies.
• Learn and utilize Paycor reporting modules to support payroll, compliance, and audit reporting needs.
• Prepare employee documentation and reports in response to subpoenas and legal requests, maintaining confidentiality and accuracy.

Benefits Administration

• Reconcile monthly benefit carrier invoices against payroll deductions, ensuring accuracy and timely resolution of discrepancies.
• Complete onboarding for new hires and process employee benefit status changes within the benefits administration system.
• Prepare and process Medical Support Notices (MSNs) in compliance with state ane federal requirements.
• Respond to workers’ compensation adjuster requests for wage statements and official job descriptions within required timeframes.
• Manage monthly employee benefit programs and track participation.
• Complete and submit employer portions of supplementary benefits and disability claims.
• Run and audit employee hours monthly to ensure Affordable Care Act (ACA) compliance and accurate eligibility determinations.

Office & Purchasing Support

• Place office and operational supply orders through Amazon and approved vendors.
• Support cost-effective purchasing and inventory management practices.
• Perform other duties and support projects as required.

Qualifications

• Minimum 3 years of experience in accounts payable, payroll administration, benefits administration, or accounting support.
• Strong knowledge of California payroll, benefits, and compliance requirements.
• Experience with Sage Intacct, Ottimate, Ramp, and Paycor preferred but not required.
• Solid understanding of GL coding, payroll processing, benefits reconciliation, and regulatory reporting.
• Proficiency in Microsoft Excel and standard office