Payroll Specialist

Description

Total Package HR is looking for a Payroll Specialist to join our ever-growing team. In this role, you will have the opportunity to apply your expertise while continuing to learn and grow with a fast-paced, fun HR & Payroll services firm. This is a role for someone passionate about Human Resources and Payroll, someone who enjoys critical thinking, challenging the norm, and solving complex problems, and someone who is detail-oriented. To join and be successful on our team, you must be aligned with our Company's values.

Our compensation package includes medical, dental, vision and life insurance; paid vacation, sick time, and holidays; 401k Safe Harbor retirement plan; a flexible, dynamic, and fun small team environment; professional development allowances and opportunities; hybrid San Diego, CA based work schedule; and an opportunity to learn and grow through ownership of your role and empowerment with the company.

What we value:

Our commitment to our clients is to serve as an integrated partner where we are viewed as a seamless extension of their team. We pride ourselves on being responsive. Many HR matters can't wait, and we get that, so we've built a team that understands how to operate with a sense of urgency, while also being mindful that reacting is different than responding. We truly work hard, and we also value being real and telling it how it is. That's not to say we lack polish and diplomacy, but we'll never tell a client what they want to hear if that's not what they need to hear. And finally, we like to have fun. HR isn't always viewed as fun, but we love what we do, and we incorporate our personalities and passion for HR in our work every day.

Position Summary

The Payroll Specialist (PRS) leads and manages payroll processing for assigned Total Package HR (TPHR) clients, ensuring all pay data is accurate, timely, and compliant with federal, state, and local regulations. This role oversees complex payroll processes, supports new client implementations, and partners with HR and Benefits teams to maintain seamless coordination across systems and processes. The PRS serves as a resource for Payroll Coordinators, provides advanced troubleshooting and reporting support, and contributes to process improvement and audit-readiness initiatives. This position requires expert-level payroll knowledge, strong analytical skills, and the ability to manage multiple client deadlines in a fast-paced environment while delivering responsive, high-quality service.

You will interface with TPHR's clients, internal team members, and other partners; therefore, polished and exceptional communication skills must be demonstrated at all times. The position requires the experience and skill set of a trusted Payroll team member, with knowledge of wage and hour compliance, employee relations, and organizational partnership.

In this role, you will have the opportunity to learn and grow with a fast-paced, fun HR services firm. You will work side-by-side with TPHR's founding partners and team members. You will be able to apply your experience and education while rapidly expanding your HR knowledge base.

Essential Functions

• Live the TPHR Values each day in all that you do for TPHR and our clients.
• Take ownership of everything you touch.
• Be proactive, forward-thinking, and curious. Question everything in a positive, inquisitive manner.
• Seek to understand the "why" behind all that you do.
• Give your full attention to your work each workday.
• Anticipate challenges, push back, and offer alternative perspectives.
• Collaborate and communicate daily with the team regarding client matters and other relevant topics.
• Know when to escalate matters to TPHR leaders.
• Do not make assumptions.
• Know that bad news doesn't get better with time; when mistakes happen, urgently communicate such to your leaders.
• Always use the TPHR established tools, techniques, and methods (e.g., Teamwork, SOPs, Teams, LastPass, etc.).
• Keep SOPs, TPHR Project Management Systems, and Continuity Binder updated in real time.
• Avoid conflicts and seek clarity when uncertain.
• Practice what we preach.
• Always do the right thing when no one is looking.

JOB-SPECIFIC ESSENTIAL DUTIES

• Lead full-cycle payroll processing for assigned clients, including complex multi-state payrolls with multiple earnings, deductions, and tax jurisdictions.
• Audit and validate payroll data, deduction and benefit setups, and system accuracy through routine and quarterly reviews to ensure compliance with wage and hour regulations and tax requirements.
• Manage setup and responses for all wage garnishments, ensuring timely and compliant processing.
• Balance and reconcile payroll pre- and post-processing, correct variances, and document approvals.
• Process off-cycle payrolls, bonuses, commissions, and corrections as needed.
• Generate and customize payroll and financial reports in clients' payroll software or Excel to support client needs, audits, and leadership review.
• Monitor payroll tax filings and collaborate with the Payroll Manager to ensure accuracy and timeliness.
• Conduct quarterly and annual payroll audits; document findings and recommend improvements to enhance accuracy and efficiency.
• Support ACA, COBRA, and benefit reconciliation projects in partnership with the Benefits and Compliance teams.
• Manage client payroll configurations, including earning/deduction codes, GL mapping, and user roles, and collaborate with the Payroll Manager on system testing and enhancements.
• Lead the payroll function for all new Total Package client implementations, including data validation, setup, and shadow-run testing.
• Lead payroll processing coverage for On-Demand clients as assigned, ensuring consistent and accurate results.
• Act as the primary payroll point of contact for assigned clients, maintaining a global understanding of each client's systems, policies, and payroll touchpoints.
• Lead HRIS-related system changes that impact payroll, time and attendance, and time-off policies; coordinate updates with HR leadership and disseminate changes to Payroll Coordinators.
• Partner with HR leadership to review and implement payroll-related policy updates to ensure compliance and consistency across systems.
• Initiate and maintain new SOPs, checklists, and payroll trackers, ensuring documentation is current, standardized, and accessible to the team.
• Participate in special client projects, including system implementations, workers' compensation audits, payroll tax audits, and other assigned initiatives.
• Support annual W-2, 941, and bonus reconciliation reviews; assist in year-end data validation and filing readiness.
• Mentor Payroll Coordinators by providing training, guidance, and quality reviews to ensure accuracy and growth.
• Identify and communicate payroll trends, risks, and opportunities for process improvement that enhance accuracy, efficiency, and client satisfaction.
• Provide On-Demand client payroll support as needed.
• Maintain up-to-date knowledge of employment laws and best practices for all locations in which you have clients operating.
• Monitor all time spent on clients.
• Ensure value is being provided to clients, time is not wasted, and we are managing to budget for Total Package clients.
• Know when to push through conversations for efficiency, when to pick up the phone to stop email exchanges that are not concluding, and when to allow client space to work through the situation, always giving the client the time they need but never losing track that we have a finite amount of time in all of our days.
• Cross-train on your peers' job duties; understand how your regular duties and those of your peers overlap and come together; ensure nothing is dropped or lost in the intersection of these duties.
• Ensure all client requests are responded to the same day, or first thing the following day when requests come in late in the day.
• Will be assigned projects and other duties as a normal course of business. Some are for Total Package clients, some are for On-Demand clients, and some are for general TPHR business operations.
• Additional duties will be assigned as needed.

Qualifications - Experience, Education & Certifications

• Bachelor's degree in Business Administration, Business Management, or related field strongly preferred. High school diploma or GED required.
• Minimum 3–5 years of progressive Human Resources or Payroll experience in a fast-paced or multi-client environment, with increasing responsibility in employee relations, compliance, and business partnership.
• Advanced computer skills, including MS Office Suite.
• Excellent communication skills – written and verbal.
• Professional, responsive, and welcoming customer service skills.
• Ability to exercise sound judgment to handle confidential and sensitive personnel matters.
• Ability to work autonomously and as a team member.
• Focused and organized.
• Self-driven and can GSD.
• Possesses a growth mindset.
• Reliable and honest with a strong work ethic.

Requirements

Qualifications - Experience, Education & Certifications

• Bachelor's degree in Business Administration, Business Management, or related field strongly preferred. High school diploma or GED required.
• Minimum 3–5 years of progressive Human Resources or Payroll experience in a fast-paced or multi-client environment, with increasing responsibility in employee relations, compliance, and business partnership.
• Advanced computer skills, including MS Office Suite.
• Excellent communication skills – written and verbal.
• Professional, responsive, and welcoming customer service skills.
• Ability to exercise sound judgment to handle confidential and sensitive personnel matters.
• Ability to work autonomously and as a team member.
• Focused and organized.
• Self-driven and can GSD.
• Possesses a growth mindset.
• Reliable and honest with a strong work ethic.

Physical Requirements & Working Conditions

The majority of work is performed in an indoor office setting and/or home office. You must follow all TPHR policies on safety and ergonomics as outlined in TPHR policy. You are expected to inquire about safety and ergonomics when uncertain or entering a new work environment where hazards may be present.

• Must be able to sit at and navigate a computer workstation for up to eight hours per day.
• May be required to travel locally to visit clients, attend meetings, and occasionally travel out of town.
• All TPHR employees are responsible for contributing to a safe and pleasant work environment at all times.