Payroll Specialist

Job Details: Job Location: Sacred Heart Schools Atherton - Atherton, CA, Position Type: Full Time 12 - Month Schedule of Duties, Salary Range: $40.87 - $50.48Hourly, Job Category: Human Resources, Why Work at Sacred Heart Schools, Atherton?

Sacred Heart Schools, Atherton offers more than a job, it’s a chance to be part of a mission-driven community dedicated to shaping the next generation. Whether you’re coming from education or seeking a career change, you’ll find meaningful work in a collaborative, values-based environment.

Our school calendar supports strong work-life balance while still reflecting the dedication our work requires. Staff receive 19 paid holidays annually, and faculty receive 30, along with extended time off in the summer. Both staff and faculty also receive PTO and sick time, allowing for flexibility and real opportunities to recharge.

We offer exceptional benefits, including a generous retirement plan that does not require employee contributions, along with complimentary lunches and on-site parking to make your day-to-day experience easier.

Most importantly, Sacred Heart is a place of purpose and community, where employees can engage beyond their primary roles and contribute to an environment focused on growth, learning, and developing future leaders.

Position Title: Payroll Specialist

Department: Human Resources

Reports To: Director of HR

FLSA Classification: Non-exempt

Full-Time Equivalent %: 100%

Schedule of Duties: 12-Month

Salary: $85,000 - $105,000 annually

Position Purpose: Responsible for the accurate and timely processing of biweekly payroll and maintenance of payroll-related employee data. Ensures payroll practices are administered in accordance with applicable California and federal wage-and-hour requirements, school policies, and internal controls, while providing payroll guidance and support to employees, managers, Human Resources, and Finance.

Specific Expectations for Human Resources Staff

In addition to duties and essential job functions listed in job descriptions, the following responsibilities are expected of all employees in the HR and Director’s Office:

Professional development as required and approved by your supervisor, work beyond your regular hours when required and approved by your supervisor, and attendance of, or participation in, mandatory meetings and/or events as directed by your supervisor, including but not limited to the bi-annual Director’s Days. Maintain professional conduct, discretion, and confidentiality in all matters involving employees, payroll, compensation, and personnel information.

Essential Functions

Own the end-to-end biweekly payroll process, ensuring payroll is processed accurately and on time from collection of inputs through review, reconciliation, transmission, validation, and payroll close.
Manage payroll workflow and deadlines, coordinate required inputs from Human Resources, managers, timekeeping systems, and external providers, and proactively research and resolve exceptions before payroll is finalized.
Review and audit timekeeping and payroll inputs, including regular and overtime hours, meal period premiums, holidays, stipends, supplemental pay, deductions, paid and unpaid leave, and Wellness/Sick Leave usage during leaves of absence.
Maintain accurate payroll-related employee data and system configurations in the HRIS and timekeeping systems, process approved changes, monitor interfaces and imports, perform routine audits, and resolve data discrepancies that may affect pay.
Administer payroll in accordance with applicable California, federal, and local wage-and-hour requirements, including FLSA, overtime and regular-rate rules, meal and rest period premium pay, wage statements, final pay, deductions, garnishments, recordkeeping, and taxation of applicable employer-paid benefits.
Process and review off-cycle and manual payments, retroactive adjustments, final pay, garnishments and levies, and other payroll corrections or special payments as needed.
Reconcile payroll each cycle, validate payroll registers and confirmed reports, investigate variances, and partner with Finance on payroll journal entries, accruals, account reconciliations, and general ledger tie-outs.
Coordinate with Human Resources on payroll-impacting employee changes and leaves of absence, including compensation changes, employment status changes, paid and unpaid time, and benefit deductions; benefit plan administration remains the responsibility of the HR Generalist.
Support quarterly and year-end payroll activities, including W-2 review, taxable fringe benefit processing, payroll tax reconciliations, required filings or notices, unclaimed payroll checks, and coordination with payroll providers and Finance, as applicable.
Maintain complete and accurate payroll records, internal controls, calendars, procedures, reports, and supporting documentation, and provide information for audits, compliance reviews, and ad hoc operational or financial reporting.
Respond to employee and manager payroll questions promptly and professionally, research and resolve payroll issues, communicate required actions clearly, and escalate complex or sensitive matters as appropriate.
Identify and implement opportunities to improve payroll accuracy, efficiency, controls, reporting, and system workflows, including automation of payroll inputs and participation in HRIS, timekeeping, and payroll system enhancements or implementations.
Demonstrate strong ownership and accountability for payroll operations by independently driving work from issue identification through resolution, proactively addressing gaps, and taking on related responsibilities necessary to achieve accurate and timely outcomes.
Perform additional duties and special projects as assigned.

Minimum Qualifications

Three to five years of progressively responsible payroll experience, including hands-on experience processing California payroll. An equivalent combination of education and experience that provides the required knowledge, skills, and abilities may be considered.
Demonstrated working knowledge of California and federal payroll and wage-and-hour requirements, including FLSA, overtime, regular rate of pay, meal and rest period premium pay, timekeeping, wage statements, final pay, payroll deductions, and payroll recordkeeping.
Experience using an HRIS/payroll and timekeeping system, including maintaining payroll-related employee data, running audits and reports, and troubleshooting payroll-related system issues.
Strong attention to detail and demonstrated ability to identify payroll discrepancies, analyze data, research issues, and resolve problems accurately within strict deadlines.
Strong Excel skills, including the ability to work with payroll reports, reconciliations, lookups, pivot tables, and related data analysis tools.
Ability to interpret and apply school policies, payroll procedures, local and state ordinances, and applicable payroll-related rules and regulations.
Ability to communicate effectively with employees, managers, Human Resources, Finance, and external vendors while maintaining a high degree of confidentiality and professionalism.
Ability to work independently, exercise sound judgment within established guidelines, manage competing priorities, and meet recurring payroll deadlines.
Commitment to ongoing professional development and staying current with changes in payroll law, regulations, technology, and best practices.
Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC) preferred.

Physical Requirements and Work Environment

Works in a fast-paced environment serving a varied constituency and managing recurring deadlines and complex payroll issues.
Ability to travel safely and comfortably across a 64-acre campus.
Regularly works at a desk and computer screen/keyboard for extended periods of time.
Works in a traditional climate-controlled office environment.
Regularly sits, talks, hears, turns, bends, and reaches; must be able to lift 12 lbs. regularly and occasionally lift up to 30 lbs.
Regular and reliable attendance and punctuality consistent with the requirements of the position, with or without reasonable accommodation.

Qualifications: