Payroll Specialist

Heritage Grocers Group; Ontario (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Heritage Grocers Group LLC is seeking a Payroll Specialist to support and oversee weekly multi-state payroll using our HCM. This role emphasizes accuracy, timely processing, and collaboration with accounting to ensure proper general ledger entries.

The ideal candidate has 3–5 years of HCM experience, proficiency with ADP Vantage or similar systems, and strong communication skills. This on-site position requires bilingual English/Spanish capabilities and a commitment to compliance.

Qualifications

• 3–5 years HCM experience processing multi-state payroll.
• Experience with ADP systems is preferred.
• Strong communication and data accuracy required.

Responsibilities

• Assist in supervising and coordinating the payroll workflow and daily operations.
• Maintain payroll software systems and generate reports; troubleshoot errors.
• Ensure accurate, timely weekly payroll processing and auditing readiness.
• Handle complex payroll tasks under supervision and resolve policy conflicts.
• Respond to payroll inquiries and support timekeeping activities.
• Coordinate with Accounting for GL reporting and reconciliations.
• Assist with audits and compliance of payroll laws and policies.

Skills

HCM payroll processing

Multi-state payroll

Excel

Communication

Problem solving

Bilingual English/Spanish

Tools

ADP Vantage

Workforce Manager

Job description

At Heritage Grocers Group, LLC, how we work is defined by shared values that include absolute integrity, respect, and collaboration. But it's more than that, it's smart and highly driven people united in purpose to serve one another.

Bring your energy and unique perspective and you'll have the opportunity to grow with us professionally, personally, and financially. You'll be part of a team that genuinely cares about helping you succeed, and you'll work alongside talented colleagues, while making a difference in our communities.

POSITION SUMMARY:

In conjunction with, and under the direction of the Payroll Manager, this position will be responsible for and oversee payroll duties required to process the weekly multi-state payroll using the Company's HCM.

The Payroll Specialist will be required to show a high-level of support and customer service in accordance with company guidelines and procedures. This role ensures accurate processing and recording of the company's payroll, providing timely and accurate financial information, and participating in daily data entry of Payroll processing.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The essential duties and responsibilities of this position include, but are not limited to, the following:

• Assists in supervising and coordinating the workflow and daily operations of the payroll function.
• Assists in maintaining the payroll software systems and generating required reports; troubleshoots and resolves scheduling problems or errors in payroll data.
• Ensures processing of accurate and timely weekly payrolls and maintains processing deadlines in order to allow sufficient time for auditing.
• Performs complex payroll functions under the direction of the Payroll Manager which may require resolution of complex problems, fiscal analysis, reconciling conflicting policies and procedures, and requires the knowledge of the policies, procedures and regulations which govern a variety of payroll categories.
• Responds to telephone and written inquiries regarding payroll issues and resolves such issues as they arise.
• Supports company payroll administration and timekeeping system (e.g., processing weekly multi-state payroll (CA, NV, AZ, IL, KS, and TX), payroll audits, garnishments, etc.).
• Collaborates with Accounting to ensure accurate reporting of payroll to the general ledger and timely completion of monthly account reconciliation.
• Assists with external and internal audits.
• Reviews compliance with federal, state, and local laws, as well as company's payroll, accounting and benefit program policies and procedures.
• Performs other duties as assigned.

SKILLS AND QUALIFICATIONS:

• 3-5 years HCM experience processing multi-state payroll
• Strong work ethic and team player with high degree of professionalism.
• Knowledge of payroll best practices and knowledge of ADP Vantage, Workforce Manager or other comparable ADP systems.
• Strong knowledge of federal and state regulations.
• Strong PC skills including proficiency in Microsoft Excel and familiarity with Window-based computer programs.
• Ability to deal sensitively with confidential material.
• Ability to communicate with various levels of the organization.
• Strong decision-making, problem-solving, and analytical skills.
• Bilingual in English and Spanish, with ability to speak, read and write required.

PHYSCIAL DEMANDS AND WORK CONDITIONS:

The physical demands and work conditions below represent those that must be met to successfully perform the essential functions of this job. Some requirements may be modified to accommodate individuals with disabilities:

• While performing the duties of this job, the employee is regularly required to sit, stand, and use the hands to handle objects, tools or controls.
• Successful performance requires vision abilities that include close vision and the ability to adjust focus.
• The work environment is that typical of an office.
• Ability to lift up to 15 lbs.

IMPORTANT DISCLAIMER NOTICE

The job duties, elements, responsibilities, skills, functions, experience, educational factors, and the requirements and conditions listed in this job description are representative only and not exhaustive of the tasks that an employee may be required to perform. The Employer reserves the right to revise this job description at any time and to require employees to perform other tasks as circumstances or conditions of its business or the work environment change.

Disclaimer:

The pay scale above is a good faith estimate of the salary or hourly wage range that the employer reasonably expects to pay for the position. Within this range, individual pay is determined by multiple factors including, but not limited to, specific skills, relevant work experience, and relevant education and/or training. This information is provided to applicants in accordance with California Labor Code § 432.3 and state and local minimum wage standards.