Payroll Administrator

Payroll AdministratorThe mission of Hope the Mission is to prevent, reduce and eliminate poverty, hunger, and homelessness by offering immediate assistance and long-term solutions.Payroll at Hope the Mission is not a small operation. With approximately 850 employees across dozens of sites and multiple funding sources, the organization depends on someone who can own the full payroll cycle independently, accurately, and in compliance with California law. The Payroll Administrator is that person.Reporting to the Payroll Manager or Director of Accounts Payable, the Payroll Administrator is responsible for end-to-end administration of bi-weekly payroll operations. This role serves as the organization's primary subject matter expert for payroll administration, HRIS system management, timekeeping, and payroll compliance.

The Payroll Administrator partners with Finance and Human Resources to maintain payroll data integrity, support audits, produce management reports, and provide training and guidance to supervisors and staff.When payroll is accurate and on time, employees can focus on serving people experiencing homelessness. The Payroll Administrator makes that possible.ResponsibilitiesPayroll AdministrationIndependently administer the organization's bi-weekly payroll process from beginning to endReview payroll data for completeness, accuracy, and compliance prior to transmissionAudit employee timecards, earnings, deductions, accruals, and payroll adjustments to identify and resolve discrepanciesEnsure payroll is processed accurately and within established deadlinesCoordinate off-cycle payrolls, adjustments, retroactive payments, and final paychecks as requiredMaintain payroll records in accordance with regulatory and organizational requirementsPayroll ComplianceEnsure compliance with all federal, California, and local payroll laws and regulationsMaintain current knowledge of wage and hour requirements, payroll tax regulations, leave laws, and employment legislationCoordinate annual payroll tax reporting including W-2 preparation and distributionSupport internal and external financial audits by preparing payroll documentation and responding to audit requestsTimekeeping AdministrationMaintain employee timekeeping records to ensure data accuracy and integrityConfigure and maintain earnings codes, deductions, accruals, organizational structures, and payroll-related system settingsIdentify opportunities to improve payroll workflows through automation and system enhancementsTroubleshoot payroll issues and partner with HR and Finance to resolve complex problemsReporting and AnalysisPrepare payroll reconciliations and management reportsProduce labor, overtime, leave balance, workers' compensation, and payroll expense reportsAnalyze payroll trends and identify discrepanciesSupport Finance with payroll journal entries, reconciliations, budgeting, and reportingEmployee and Supervisor SupportServe as the organization's primary resource for payroll-related questions from employees and supervisorsProvide payroll and timekeeping training to employees and supervisorsAssist managers with timekeeping compliance, leave tracking, and payroll proceduresResolve payroll inquiries promptly, professionally, and confidentiallyAdditional DutiesPerform other duties as assignedRequirementsMust pass pre-employment criminal background screeningMust pass pre-employment drug and alcohol screeningMust provide proof of legal authorization to work in the United StatesMust comply with all organizational policies including safety, confidentiality, and conduct standardsMust maintain strict confidentiality of all payroll and employee informationMust be able to lift up to 30 poundsQualificationsHigh school diploma or GED required; bachelor's degree in Accounting, Finance, Business Administration, or a related field preferredMinimum 5 years of full-cycle payroll administration experienceExperience processing payroll for a mid-sized or large multi-site organization strongly preferredExperience using ADP Workforce Now or a comparable enterprise payroll system requiredStrong working knowledge of California wage and hour laws, payroll tax regulations, and payroll compliance requirementsAdvanced Microsoft Excel skills including formulas, PivotTables, and data analysisExperience supporting payroll audits, reconciliations, and financial reportingExperience administering electronic timekeeping systems preferredStrong understanding of payroll accounting, reconciliations, and internal controls preferredBilingual in English and Spanish preferredSkillsIndependently administer full-cycle bi-weekly payroll for a large, multi-site organization accurately and on deadlineApply California wage and hour law, payroll tax regulations, and compliance requirements correctly and consistentlyConfigure and maintain HRIS and timekeeping system settings including earnings codes, deductions, and accrualsAnalyze payroll data, identify discrepancies, and resolve issues before they affect employeesPrepare payroll reconciliations, management reports, and audit-ready documentationTrain employees and supervisors on payroll and timekeeping procedures clearly and professionallyWork independently and collaborate effectively with Finance, Human Resources, and operational leadershipCommunicate clearly and professionally in writing and verbally with staff and leadership at all levelsManage multiple concurrent payroll functions and deadlines with exceptional attention to detailProficient in ADP Workforce Now, advanced Microsoft Excel, and standard payroll and office technologyMandatory RequirementsBackground Screening - Employment is contingent upon the successful completion of background checks as required per worksite.Drug and Alcohol Testing - Candidates must pass pre-employment and ongoing drug and alcohol screenings in accordance with company policy.Motor Vehicle Record (MVR) Check - For roles requiring driving, employment is contingent upon an acceptable driving record.Legal Eligibility to Work - Candidates must provide proof of legal authorization to work in the US.Compliance with Company Policies and HIPAA standards - All employees must comply with company policies, including safety, confidentiality, and conduct standards.Physical, Demands, Environmental Conditions, EquipmentThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. The employee is required to: walk and climb stairs; stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis; grasp, push, pull objects such as files, file cabinet drawers, and reach overhead; handle, finger, grasp and feel objects and equipment; reach with hands and arms; be mobile by moving oneself from place to place quickly and easily; repeat various motions with the wrists, hands, and fingers; be able to perform visual activities for (including, but not limited to) administrative and clerical tasks; ability to lift up to 25 lbs.; communicate, receive and exchange ideas, information by means of the spoken and written word; drive vehicles in and around Los Angeles County; be able to enter various buildings that may require climbing stairs; be periodically subjected to outside environmental conditions.

The employee may work in proximity to service animals and emotional support animals; use a desktop and/or laptop computer; various office machines. Complete all required forms in personal writing.Work EnvironmentThe employee may be in contact with individuals and families in crisis who may be ill, using alcohol and drugs, and who may not be attentive to basic personal hygiene, health and safety practices. The employee may experience a number of unpleasant sensory demands associated with the participants' use of alcohol and drugs, and lack of personal hygiene. The employee must be ready to respond quickly and effectively to many types of situations, including crisis situations and potentially hostile situations.

The noise level in the work environment is usually moderate in an office setting. Sometimes work may become stressful when working under pressure or in crisis intervention.EEO: HTM (Hope the Mission) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, HTM complies with applicable state and local laws governing nondiscrimination in employment in every location in which the