Payroll Specialist

Job Title: Payroll Specialist

Location: Ontario, California
Job Type: Full-Time
Industry: Staffing & Recruitment
Reports To: Payroll Manager / Staffing Operations Manager

Position Summary:

We are seeking an experienced and detail-oriented Payroll Specialist to join our dynamic team. This role is critical in supporting accurate and timely payroll processing for our temporary, contract, and direct hire placements across various client sites in California. The ideal candidate will have a strong understanding of wage and hour laws, payroll best practices, and experience working within the staffing or employment services industry.

Key Responsibilities:

• Process high-volume, multi-state weekly payroll for temporary and contract employees, ensuring compliance with applicable federal, state (California), and local wage and labor laws.
• Review timecards, reconcile discrepancies, and coordinate with recruiters, account managers, and client contacts to validate hours worked.
• Manage payroll system entries and updates, including onboarding data, tax forms, garnishments, and deductions.
• Ensure accurate calculation of wages, overtime, per diems, bonuses, and reimbursements in accordance with agency policies and client agreements.
• Maintain payroll records and reports in compliance with record-keeping requirements.
• Respond to employee inquiries regarding pay, deductions, and timecard issues in a timely and professional manner.
• Collaborate with HR and finance departments to support audits, reporting, and general payroll functions.
• Stay up to date with California labor laws, ACA requirements, and payroll tax changes.
• Process electronic fund transfers (EFT’s), conduct benefit audits, manage accounts receivable, and support payroll-related financial tasks including aging reports and follow-up.
• Analyze client reporting requirements and generate customized payroll and workforce reports as needed.
• Maintain accurate employee records through data entry, including onboarding, status changes, and terminations in the payroll system.
• Support payroll operations with additional administrative and finance-related duties as assigned.

Qualifications:

• 2 years of payroll processing experience, preferably in a staffing agency or similar high-volume environment.
• Proficient with payroll & timekeeping systems (e.g., Prism, Bullhorn, or similar ATS/payroll platforms including proficiency in MS Excel).
• Strong knowledge of California payroll regulations, wage orders, and labor compliance standards.
• Excellent organizational skills with attention to detail and accuracy.
• Exceptional time management skills and ability to work under minimal supervision.
• Ability to work under tight deadlines in a fast-paced setting.
• Strong interpersonal and communication skills.
• Associate or bachelor’s degree; CPP designation preferred by not required.
• CPP (Certified Payroll Professional) designation is a plus.

Benefits:

• Competitive salary
• Health, dental, and vision insurance
• 401(k) with company match
• Paid time off and holidays
• Collaborative and supportive work environment