Senior Payroll Specialist

The Management Trust

Irvine (CA)

On-site

USD 46,356 - 52,982

Full time

14 days+

Get more replies from employers

Send a job-specific resume in minutes.

Job summary

A leading payroll services provider in Irvine, CA is seeking a Senior Payroll Specialist. This role involves managing payroll processing for over 80 employees, ensuring compliance with tax laws, and developing payroll policies. The ideal candidate has 5+ years of experience and strong analytical skills. The position offers a base pay range of $33.65/hr - $38.46/hr, depending on experience, and operates full-time Monday to Friday.

Qualifications

Minimum 5 years of payroll processing experience.
Strong knowledge of federal, state, and local payroll tax regulations.
Proficiency in Excel at intermediate level or higher.

Responsibilities

Manage end-to-end weekly payroll processing.
Develop and implement payroll policies and procedures.
Conduct regular audits and reconciliations of payroll transactions.

Skills

Payroll processing experience

Knowledge of tax regulations

Proficiency in Excel

Attention to detail

Analytical thinking

Organizational skills

Job description

Overview

Senior Payroll Specialist at The Management Trust – Irvine, CA. Reports to Payroll Manager. Status: Non-Exempt, Full-Time.

Base pay range: $33.65/hr - $38.46/hr. Salary is DOE.

The Senior Payroll Specialist is responsible for timely and accurate payroll processing for our 80+ employees on a weekly payroll cycle, with expertise in CA Wage & Hour law and regular rate of pay calculations, including travel time requirements in the construction industry. This role may also support semi-monthly payroll for 800+ employees across multiple states. The position requires accurate entry/recording, analysis, and continual auditing of payroll and employee records databases. The role ensures clients and employees are paid correctly, on time, and in compliance with state and federal regulations. Collaboration with Finance, Human Resources, and other departments supports business operations and payroll services satisfaction for employees.

Job Duties and Responsibilities

Payroll Administration

Manage end-to-end weekly payroll processing, ensuring accuracy, timeliness, and compliance with federal, state, and local regulations.
Oversee Client Payroll Services, maintaining strong client relationships to support retention and assist in new client acquisition.
Develop and implement payroll policies, procedures, and best practices to enhance efficiency and compliance.
Resolve payroll-related issues, including discrepancies, errors, and employee inquiries.
Stay current on changes in tax laws, labor laws, and industry regulations.
Conduct regular audits and reconciliations of payroll transactions to identify and correct discrepancies.
Collaborate with HR on benefits, compensation structures, and employee status changes.
May supervise or provide guidance to direct reports.
Monitor and manage missed punches, overtime, and bonus/commission income.
Support the payroll team with auditing, analyzing, and aggregating information for reporting.

Semi-Monthly (typically the 10th and 25th of each month)

Review and verify company-wide timekeeping and time-off requests.
Calculate, process, and reconcile tax withholdings, wage garnishments, and voluntary deductions.
Ensure payroll files are accurately prepared, transmitted, and received by Ascentis.
Prepare and upload employee 401(k) and FSA contributions for third-party processing and funding.
Prepare payroll expense journals and corresponding bank entries for supervisor review.

Monthly

Audit and reconcile company-wide payroll records.
Review quarterly tax files and returns for accuracy.
Maintain and audit earnings and deduction codes.
Prepare monthly and ad hoc payroll reports as directed by the Payroll Manager.

Client Payroll Services (CPS)

Provide professional, solution-oriented support to client communities.
Maintain strong working knowledge of multiple payroll systems used by clients.
Recommend short- and long-term payroll strategies tailored to client needs.
Coordinate and process off-cycle payrolls as required.
Develop and maintain a comprehensive CPS “playbook” documenting processes and identifying efficiencies.

Ongoing Responsibilities

Configure and train new employees on electronic timekeeping systems.
Process and track personnel changes across multiple systems.
Manage company-wide mileage reimbursements (monthly).
Prepare manual and final checks as needed.
Handle verification of employment (VOE) requests.
Ensure accurate, timely, and compliant year-end reporting (e.g., W-2 forms).
Identify and resolve payroll discrepancies promptly.
Support the company’s efforts to standardize and centralize Payroll and HR functions.
Manage multiple projects and competing priorities effectively.
Perform other duties and special projects as assigned.

Qualifications

Minimum 5 years of payroll processing experience.
Strong knowledge of federal, state, and local payroll tax regulations.
Proficiency in Excel (intermediate or higher; formulas, cell referencing, formatting).
Solid understanding of accounting principles, including balancing accounts, preparing schedules, and reconciling bank statements.
Excellent attention to detail, analytical thinking, and ability to process/manage large data sets.
Ability to identify material discrepancies in hours, earnings, or deductions.
High level of confidentiality and discretion.
Strong organizational skills and ability to meet tight deadlines.
Demonstrated enthusiasm for professional growth and development.
Effective multitasking and prioritization skills in a fast-paced environment.

Essential Functions