Payroll Specialist

Optima Office, Inc.; Carlsbad (CA); On-site; USD 70,000 - 100,000; Full time

Job summary

Optima Office is seeking an accounting, payroll and benefits specialist in California to support AP, payroll and benefits administration while ensuring compliance with California and federal laws.

You will handle confidential information, manage deadlines, and support regulatory reporting across multiple systems as part of a trusted finance team.

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 software.
• Exceptional attention to detail and ability to meet strict deadlines.
• Ability to handle confidential employee and financial information with discretion.
• AA, BA/BS in Accountancy preferred.

Responsibilities

• Process Accounts Payable, including invoice routing and coding in AP software.
• Prepare weekly AP payment runs and maintain organized records.
• Manage Corporate Credit Card administration and policy compliance.
• Process employee expense reimbursements and ensure proper documentation.
• Calculate and prepare final paychecks and comply with CA wage/hour laws.
• Respond to EDD forms, garnishments, and VOE requests; file required reports.
• Prepare BLS, EEO-1 and Pay Data Reports; address payroll tax notices.
• Utilize Paycor reporting modules for payroll and audit reporting.
• Maintain confidentiality and accuracy in employee documentation.

Skills

Sage Intacct

Paycor

Payroll processing

GL coding

Benefits reconciliation

Excel

Confidential handling

Regulatory reporting

Education

AA/BA in Accountancy

Tools

Ottimate

Ramp

Job description

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.

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 software.
• Exceptional attention to detail and ability to meet strict deadlines.
• Ability to handle confidential employee and financial information with discretion.
• AA, BA/BS in Accountancy preferred.

Physical & Work Requirements

• Ability to sit for extended periods and work at a computer.
• Ability to occasionally lift up to 25 pounds.
• Regular attendance is required.

Company Description

Optima Office provides Outsourced Accounting, Fractional CFO and COO services along with Human Resources Support. We serve close to 300 companies across the United States but are mostly focused on the West Coast. At least half of the work we do is onsite at our clients, although many of our team members work remotely at least half of the time. We bill on an hourly basis for our time. Optima attracts extraordinary employees and allows them the flexibility to work the hours they desire so they achieve an ideal work-life balance. Optima’s motto is Happy Staff = Happy Clients

Company Description

Optima Office provides Outsourced Accounting, Fractional CFO and COO services along with Human Resources Support. We serve close to 300 companies across the United States but are mostly focused on the West Coast. At least half of the work we do is onsite at our clients, although many of our team members work remotely at least half of the time. We bill on an hourly basis for our time. Optima attracts extraordinary employees and allows them the flexibility to work the hours they desire so they achieve an ideal work-life balance. Optima’s motto is Happy Staff = Happy Clients