Senior Payroll Specialist

Overview

Senior Payroll Specialist at The Management Trust – Irvine, CA. Reports to Payroll Manager. Status:
Non-Exempt, Full-Time.

Base pay range: $33.65/hr - $38.46/hr salary is DOE.

The Senior Payroll Specialist is responsible for timely and accurate payroll processing for our 80+ employees on a weekly payroll cycle, with expertise in CA Wage & Hour law and regular rate of pay calculations, including travel time requirements in the construction industry. This role may also support semi-monthly payroll for 800+ employees across multiple states. The position requires accurate entry/recording, analysis, and continual auditing of payroll and employee records databases.

The role ensures clients and employees are paid correctly, on time, and in compliance with state and federal regulations. Collaboration with Finance, Human Resources, and other departments supports business operations and payroll services satisfaction for employees.

Payroll Administration

• Manage end-to-end weekly payroll processing, ensuring accuracy, timeliness, and compliance with federal, state, and local regulations.
• Oversee Client Payroll Services, maintaining strong client relationships to support retention and assist in new client acquisition.
• Develop and implement payroll policies, procedures, and best practices to enhance efficiency and compliance.
• Resolve payroll-related issues, including discrepancies, errors, and employee inquiries.
• Stay current on changes in tax laws, labor laws, and industry regulations.
• Conduct regular audits and reconciliations of payroll transactions to identify and correct discrepancies.
• Collaborate with HR on benefits, compensation structures, and employee status changes.
• May supervise or provide guidance to direct reports.
• Monitor and manage missed punches, overtime, and bonus/commission income.
• Support the payroll team with auditing, analyzing, and aggregating information for reporting.

Semi-Monthly (typically the 10th and 25th of each month)

• Review and verify company-wide timekeeping and time-off requests.
• Calculate, process, and reconcile tax with holdings, wage garnishments, and voluntary deductions.
• Ensure payroll files are accurately prepared, transmitted, and received by Ascentis.
• Prepare and upload employee 401(k) and FSA contributions for third-party processing and funding.
• Prepare payroll expense journals and corresponding bank entries for supervisor review.

Monthly

• Audit and reconcile company-wide payroll records.
• Review quarterly tax files and returns for accuracy.
• Maintain and audit earnings and deduction codes.
• Prepare monthly and ad hoc payroll reports as directed by the Payroll Manager.

Client Payroll Services (CPS)

• Provide professional, solution-oriented support to client communities.
• Maintain strong working knowledge of multiple payroll systems used by clients.
• Recommend short- and long-term payroll strategies tailored to client needs.
• Coordinate and process off-cycle payrolls as required.
• Develop and maintain a comprehensive CPS “playbook” documenting processes and identifying efficiencies.

Ongoing Responsibilities

• Configure and train new employees on electronic timekeeping systems.
• Process and track personnel changes across multiple systems.
• Manage company-wide mileage reimbursements (monthly).
• Prepare manual and final checks as needed.
• Handle verification of employment (VOE) requests.
• Ensure accurate, timely, and compliant year-end reporting (e.g., W-2 forms).
• Identify and resolve payroll discrepancies promptly.
• Support the company’s efforts to standardize and centralize Payroll and HR functions.
• Manage multiple projects and competing priorities effectively.
• Perform other duties and special projects as assigned.

• Minimum 5 years of payroll processing experience.
• Strong knowledge of federal, state, and local payroll tax regulations.
• Proficiency in Excel (intermediate or higher; formulas, cell referencing, formatting).
• Solid understanding of accounting principles, including balancing accounts, preparing schedules, and reconciling bank statements.
• Excellent attention to detail, analytical thinking, and ability to process/manage large data sets.
• Ability to identify material…