Payroll Specialist

Aquasure; Rancho Cucamonga (CA); On-site; USD 70,000 - 100,000; Full time

Job summary

Aquasure is seeking a Payroll Specialist to manage full-cycle payroll across three internal organizations in California. You will handle timesheets, semi-monthly payroll, 401k contributions, deductions, and year-end reporting with a focus on accuracy and timely processing.

Ideal candidates have 5+ years of hands-on payroll experience, strong Excel skills (PivotTables, VLOOKUP/XLOOKUP), and familiarity with multi-state regulations including California wage and hour laws.

Qualifications

• Bachelor’s Degree in Accounting, Human Resources, Business or a related field.
• Minimum of 5 years of hands-on, full-cycle payroll processing experience across multiple entities.

Responsibilities

• Process full-cycle payroll for three companies on bi-weekly or semi-monthly schedules for hourly, salaried, and commission-based employees.
• Maintain separate payroll records, GL codes, and cost centers for each entity.
• Enter and audit payroll transactions including new hires, terminations, rate changes, bonuses, garnishments, and deductions.
• Reconcile payroll prior to transmission and validate post-processing reports.
• Ensure compliance with federal, state, and local payroll tax requirements and wage/hour laws.

Skills

Payroll processing

Excel (PivotTables, VLOOKUP/XLOOKUP)

Multi-entity coordination

Attention to detail

Analytical problem solving

Education

Bachelor's degree in Accounting/Business/HR

Tools

ADP

Paychex

Paycom

Paylocity

Gusto/Ceridian Dayforce

Job description

Job Description

Job Description

Position Summary

The Payroll Specialist is responsible for full-cycle payroll functions across 3-4 separate internal organizations including but not limited to, timesheet reviews & posting, processing semi-monthly payroll, preparing 401k contributions for upload, managing benefits payroll deductions, ensuring payroll tax filings are accurate, reviewing year end reports.

Essential Duties and Responsibilities

Payroll Processing

• Process full-cycle payroll for all three companies on a bi-weekly or semi-monthly schedule, ensuring accuracy and timeliness for hourly, salaried, and commission-based employees.


• Maintain separate payroll records, general ledger codes, and cost center allocations for each entity.


• Enter and audit all payroll transactions including new hires, terminations, rate changes, bonuses, garnishments, and deductions.


• Calculate and process off-cycle payrolls, manual checks, and final pay in compliance with applicable state laws.


• Reconcile payroll prior to transmission and validate post-processing reports.

Multi-Entity Coordination

• Coordinate payroll calendars and processing schedules across all three companies to meet deadlines simultaneously.


• Liaise with internal team to ensure employee data is accurate, up-to-date, and consistent across all payroll systems.


• Adapt to varying pay structures, benefits packages, and PTO policies across entities.

Compliance & Reporting

• Ensure compliance with federal, state, and local payroll tax requirements and wage and hour laws for all entities, including multi-state payroll where applicable.


• Ensure all payroll tax deposits (941, FUTA, SUTA) are accurate and on time.


• Manage year-end payroll processes including W-2 preparation, ACA reporting (if applicable), and reconciliation for all three companies.


• Stay current on changes to wage and hour laws, overtime rules, and tax regulations affecting payroll.


• Support internal and external audits by preparing payroll documentation and reports as requested.

Data Management & Reporting

• Maintain and reconcile payroll data in payroll software and cross-reference against Microsoft Excel-based reports and trackers.


• Use Excel at an intermediate level to build and maintain payroll summaries, variance analyses, headcount reports, and ad hoc data requests (PivotTables, VLOOKUP/XLOOKUP, conditional formatting, basic formulas).


• Generate payroll registers, labor distribution reports, and adhoc reports for leadership.


• Identify and resolve payroll discrepancies, partnering with managers or employees to investigate root causes.

Benefits & Deductions Administration

• Administer all payroll-related deductions including health, dental, vision, 401(k), and/or voluntary benefits.


• Coordinate with benefits carriers and brokers to ensure deduction accuracy and timely remittance.


• Process court-ordered garnishments, child support withholdings, and tax levies in accordance with applicable regulations.

Other:

• Assist with event coordination activities and communications.


• May assist with workers compensation related matters.


• May assist with job postings, preparing job descriptions, onboarding activites, offboarding activites etc and other Human Resources related tasks

Required Qualifications

• Bachelor’s Degree in Accounting, Human Resources, Business or a related field.


• Minimum of 5 years of hands-on, full-cycle payroll processing experience, including responsibility for the entire payroll process from data entry through reconciliation and tax filing.


• Demonstrated experience processing payroll for multiple entities, business units, or companies simultaneously.


• Intermediate proficiency in Microsoft Excel, including PivotTables, VLOOKUP/XLOOKUP, IF statements, conditional formatting, and data validation.


• Solid understanding of California state wage and hour laws.


• Working knowledge of federal and state payroll tax regulations, including multi-state payroll experience.


• Experience with payroll software platforms (e.g., ADP, Paychex, Paycom, Paylocity, Gusto, Ceridian/Dayforce, or similar).


• Strong analytical and problem-solving skills with exceptional attention to detail.


• Ability to manage competing priorities and meet strict deadlines across multiple organizations.


• High degree of professionalism and ability to handle sensitive, confidential information with discretion.

Preferred Qualifications

• Experience with multi-state payroll and knowledge of state-specific wage and hour laws (e.g., California, Nevada, Florida, Texas).


• Familiarity with HRIS integrations and automated payroll data feeds.


• Prior experience in a multi-entity or holding company structure.


• Experience supporting year-end close and working with external auditors on payroll-related inquiries.


• Excellent communication and interpersonal skills, with the ability to build relationships with candidates, hiring managers, and external partners.


• Continuous improvement mindset