Specialist, Payroll

itcss; Irvine (CA); On-site; USD 65,000 - 95,000; Full time

Job summary

itcss is seeking a Payroll Specialist to support the Payroll Manager with cross-functional partners to develop and enhance our payroll operations, ensuring accurate, timely payroll processing and compliance with internal controls, tax regs, and labor laws.

You will verify timesheet data, support multi-state tax compliance, audit W‑2s, and drive process improvements with Excel proficiency, ADP tools, and NetSuite GL while collaborating with HR and Finance.

Qualifications

• 5+ years of experience in payroll operations.
• Bachelor's Degree preferred.
• Subject matter expert in payroll processing and compliance.
• Experience with ADP payroll tools and NetSuite GL.
• Leads cross-functional payroll projects and provides guidance.
• Strong Excel skills for large data handling.
• Ability to implement repeatable monthly/quarterly processes.
• Detail oriented to ensure accuracy and timeliness.
• Extensive knowledge of CA payroll rules and multi-state regulations.
• Knowledge of state and federal payroll regulations and wage laws.
• Customer service oriented with stakeholder communication.

Responsibilities

• Work cross-functionally with HR and Finance to support payroll processing, taxes, and benefits.
• Manage workflow to ensure on-time payroll processing with accuracy.
• Ensure payroll compliance with federal, state, and local regulations.
• Verify timesheet data for accuracy and compliance with wage laws.
• Review payroll systems to ensure timely processing of salaries, garnishments, etc.
• Support multi-state payroll and tax compliance.
• Audit W-2s, payroll balance sheets, and YTD earnings.
• Conduct regular payroll data audits and root-cause analysis to prevent issues.
• Process payroll updates for new hires, terminations, and pay-rate changes.
• Follow SOX-compliant desktop procedures.

Skills

Payroll operations

ADP experience

NetSuite GL

Excel

Cross-functional collaboration

Attention to detail

SOX compliance

CA payroll knowledge

Education

Bachelor's degree

Tools

ADP payroll tools

NetSuite General Ledger

Microsoft Excel

Job description

About the Role

We're looking for a Payroll Specialist to support the Payroll Manager with cross-functional business partners to further develop and enhance our payroll operations. You will provide oversight and support to our team and the Company to ensure that our daily payroll operations and processes are accurate and seamless and that our processes are compliant with internal controls, tax regulations, and applicable labor laws.

Let's talk about some of the key responsibilities of the role:

• Works cross-functionally with Human Resources and Finance team members to support payroll function including payroll processing, stock based compensation topics, taxation and benefits.
• Manage workflow to ensure payroll is processed with speed and accuracy and is achieved on time.
• Support accurate and timely processing of the Company's payroll in accordance with federal, state, and local regulations and legislative compliance requirements.
• Verify employee timesheet data for accuracy, completeness, and compliance with federal and state wage and hour laws.
• Reviews payroll processing and accounting systems to ensure timely and accurate processing of payroll transactions including salaries, benefits, garnishments, taxes, and other deductions
• Support multi-state payroll compensation and tax compliance.
• Audit W-2s, payroll balance sheets, YTD earnings, etc.
• Conduct regular payroll data audits, investigation, and analysis of payroll issues to determine the root cause to earmark gaps in already existing solutions and support the development of new measures to prevent a recurrence. Working knowledge of audits, pre audits preparation, and audit best practices.
• Ensures accurate and timely processing of payroll updates, including new hires, terminations, and changes to pay rates.
• Follow proper desktop procedures documentation and ensure SOX compliance.
• Have a thorough understanding of U.S. GAAP, with a knowledge of proper accounting procedures in relation to personnel and payroll benefit accruals.
• Provides best-in-class client service to all parties, internal and external, which includes accuracy of work, and effective communication.

Factors for Success:

• You have 5+ years of experience working in the field of payroll operations.
• Bachelor's Degree Preferred
• Subject matter expert in payroll processing and compliance.
• Experience with ADP payroll tools as well as NetSuite general ledger.
• A leader in cross-functional projects involving payroll operations, providing sound advice for payroll implications.
• Ability to process and manipulate large spreadsheets of data, including exporting and importing data from the payroll system. Working knowledge of Microsoft Excel required.
• Ability to create and follow repeatable monthly and quarterly process with little to no re-work.
• Detailed oriented in ensuring accuracy and timeliness of payroll processing.
• Extensive knowledge of CA (and out-of-state) payroll principles, practices, regulations, and procedures.
• Knowledge of applicable state and federal payroll and related tax regulations, legislation and guidelines including, but not limited to writs of garnishment, child support, levies, subpoenas, etc.
• Customer service oriented to ensure employees' concerns are addressed timely.
• Openness to work closely with cross functional teams including SEC Reporting (equity related) and HR on a number of various issues/questions.
• Decision Making - Demonstrates strong decision-making by applying structured analysis to complex challenges, balancing competing priorities and long-term impacts while engaging stakeholders and driving solutions aligned with organizational goals.
• Collaboration and Team Building - Promotes collaboration by aligning diverse teams around shared goals, fostering healthy debate to advance outcomes, and building strong networks that strengthen organizational effectiveness and cross-team learning.
• Outcome Driven - Demonstrates strong outcomes focus by aligning teams around shared priorities, proactively addressing risks and dependencies, and driving cross-functional accountability to sustain progress and deliver results.
• Empowering Others - Fosters empowerment by aligning authority with accountability, developing leaders' decision-making capability, and creating systems that support performance and growth.
• Emotional Intelligence - Foster trust and psychological safety, navigating complex interpersonal dynamics with compassion and accountability, and adapting leadership style to support others while maintaining composure under pressure.

A Few Other Deta