Payroll Specialist

PetWise; Novato (CA); On-site; USD 70,000 - 90,000; Full time

Job summary

PetWise in Novato, CA is seeking a Payroll Specialist to deliver accurate, timely payroll for office and manufacturing teams across multiple locations. You will partner with Human Resources, Finance, managers, and timekeepers to ensure data integrity and compliance.

With at least three years of payroll experience, you will manage data collection, validation, reconciliations, and ad hoc reports, while identifying process improvements and contributing to a strong internal controls culture.

Qualifications

• At least 3 years of hands-on payroll experience
• Experience supporting employees across multiple locations or states
• Knowledge of payroll fundamentals, wage/hour requirements, payroll taxes, deductions, and confidentiality of data
• Experience with payroll, HRIS, or timekeeping systems
• Intermediate Excel skills: formulas, lookups, filtering, sorting, reconciling data from multiple sources
• Ability to explain payroll information clearly to employees and business partners

Responsibilities

• Support each payroll cycle from data collection to final review, funding, and reconciliation
• Review time and attendance, pay changes, new hires, transfers, leaves, bonuses, deductions, garnishments, and terminations
• Audit payroll registers, control totals, and exception reports; investigate discrepancies
• Reconcile wages, payroll taxes, deductions, and GL activity
• Process off-cycle payments, reversals, voids, and corrections with proper documentation
• Prepare payroll reports and support system and timekeeping testing and training

Skills

Payroll experience

Excel

Bilingual English and Spanish

Education

Associate or Bachelor's degree in accounting/finance/business/HR

Tools

Paycor

HRIS/Timekeeping systems

Job description

Build on your payroll experience in a hands-on role supporting approximately 275 employees across multiple states. As our Payroll Specialist, you will help deliver accurate, timely payroll for office and manufacturing teams while working closely with Human Resources, Finance, managers, and timekeepers. You will gain exposure to payroll controls, compliance, reporting, systems, and process improvement, with room to take on broader responsibilities as you grow.

What you will work on

• Support each payroll cycle from data collection and validation through final review, approval, funding, and reconciliation.
• Review time and attendance records, pay changes, new hires, transfers, leaves, bonuses, deductions, garnishments, and terminations for completeness, authorization, and accuracy.
• Audit payroll registers, control totals, and exception reports. Research discrepancies and document corrections before payroll is finalized.
• Reconcile wages, payroll taxes, deductions, benefit contributions, funding totals, and payroll-related general ledger activity.
• Process or coordinate off-cycle payments, reversals, voids, and corrections with the required documentation and approvals. Maintain complete, confidential payroll records, calendars, and control checklists.
• Respond to employee payroll questions and document the resolution or corrective action.

How you will collaborate

• Coordinate with Human Resources on employee data, benefit deductions, leave activity, onboarding, and separation-related payroll changes.
• Support Finance by providing reconciliations, journal entry documentation, account research, month-end close support, audit information, and payroll reports.
• Collaborate with managers, timekeepers, and vendors to resolve missed punches, approval gaps, schedule questions, transmission issues, and other payroll exceptions.
• Complete assigned quarter-end and year-end work, including payroll tax reconciliations, employee tax forms, corrections, and required adjustments.
• Prepare recurring and ad‑hoc payroll reports, maintain current payroll procedures, and support payroll system and timekeeping testing, implementation activities, user support, and training.
• Track recurring errors and manual processes, identify control gaps, and recommend practical improvements.

How you can grow

This role offers broad experience across payroll operations, controls, compliance, reporting, employee service, and cross-functional projects. As your skills and confidence grow, you can take on more complex payroll assignments, deeper systems and audit work, and broader process improvement responsibilities. Advancement opportunities will depend on performance, skill development, and business needs.

What you will need

• A high school diploma or equivalent.
• At least three years of hands-on payroll experience, including payroll input review, exception resolution, and reconciliation responsibilities.
• Experience supporting employees across multiple locations or states.
• Knowledge of payroll fundamentals, wage and hour requirements, payroll taxes, deductions, garnishments, and the confidentiality of employee data.
• Experience with payroll, HRIS, or timekeeping systems.
• Intermediate Microsoft Excel skills, including formulas, lookups, filtering, sorting, and reconciling data from multiple sources.
• The ability to organize detailed work around fixed deadlines and explain payroll information clearly to employees, managers, and business partners.
• Bilingual English and Spanish skills are required for candidates based in Mundelein.

Helpful experience

• Payroll experience in manufacturing, distribution, or another environment with hourly employees, shift schedules, and complex timekeeping.
• An associate or bachelor's degree in accounting, finance, business, human resources, or a related field.
• A Fundamental Payroll Certification or Certified Payroll Professional credential.
• Experience with Paycor, payroll audits, system testing, payroll system implementation, or process documentation.

Work environment

This is a fully on-site, office-based role where you will work with both office and manufacturing teams. Your day will include regular use of payroll systems, spreadsheets, phone, and electronic communication. The position requires close attention to detail, the ability to manage recurring deadlines and interruptions, and adherence to applicable facility and safety requirements.

Additional hours may occasionally be needed during payroll processing, quarter-end, year-end, system changes, or other critical deadlines. Reasonable accommodations will be provided consistent with applicable law.

PetWise is an Equal Opportunity Employer. We are committed to providing a professional work environment free from discrimination, harassment, and retaliation.

We provide equal employment opportunities to all employees and applicants without regard to:

Identity & Background:

Race (including natural hairstyles and textures), color, religion (including religious dress and grooming), national origin, ancestry, and citizenship status.

Health & Ability:

Physical or mental disability, medical condition (including cancer or genetic characteristics), genetic information, and pregnancy or related conditions (including childbirth and breastfeeding).

Life Status:

Age (40 and over), marital status, military or veteran status, and use of cannabis.

Hiring & Fair Chance:

Decisions are based solely on qualifications, merit, and business needs. In accordance with the California Fair Chance Act, we will consider qualified applicants with arrest and conviction records for employment