Job Description
Job Description
Description : Job Description :
The Payroll and Benefits Specialist is responsible for the accurate and timely processing of payroll and administration of employee benefits for all staff across the organization. Reporting directly to the People & Organizational Services Director, this role ensures compliance with California labor laws and supports the overall employee experience by managing payroll records, benefit enrollments, and responding to employee inquiries with professionalism and care.
This position plays an integral part in onboarding, orientation, internal communication, employee engagement, workplace inclusion, and HR operations. It requires a high degree of discretion and professionalism, as it involves handling confidential and sensitive information.
This position is Office / Remote Hybrid, expected to work Monday-Friday from 8 : 00am-3 : 30pm with at least one full day per week in-office.
Essential Duties : Payroll Processing :
- Process biweekly payroll for exempt, non-exempt employees in compliance with California payroll practices using current HRIS / payroll systems.
- Support accurate tracking and processing of 1099 independent contractor payments as needed.
- Ensure accurate calculation of wages, overtime, deductions, and garnishments.
- Maintain payroll records and reports for audit and compliance purposes.
- Collaborate with Finance on payroll journal entries and reconciliations.
- Accurately document and classify salary allocations, stipends, bonuses, and grant-funded compensation
Benefits Administration :
Administer employee benefits including health, dental, vision, life insurance, FSA, 403(b) / 401(k), and disability plans.May assist with leave of absence tracking.Coordinate open enrollment, benefits renewals, and annual compliance filings (e.g., ACA, 1095-C)Liaise with benefits brokers and providers to resolve issues and ensure plan accuracy.Stay up to date on California-specific benefits mandates (e.g., Paid Family Leave, CA SDI, Retirement)Compile and maintain HR metrics and reports for leadership, ensuring sensitive data is handled securely.Onboarding & Offboarding :
Conduct benefits orientations for new hires and provide timecard training (entry and submission)Process employment changes including new hires, terminations, promotions, and leaves of absence.Track and report paid time off to include PTO, vacation sick leave, and other leave balances in compliance with California requirements.Employee Support & Communication :
Serve as the primary contact for payroll and benefits-related employee inquiries.Process income and wage verification.Collaborate cross-functionally with Finance, HR leadership, and external vendors to ensure accurate payroll and benefits administration.Support internal HR initiatives that promote belonging, inclusion, and employee engagement.Promote practices that advance diversity, equity, and inclusion across HR functions.Compliance and Reporting :
Ensure compliance with all applicable federal, state (California), and local employment laws and non-profit regulations.Assist with audits (e.g., workers' comp, benefits, financial) and preparation of required reports.Review Quarterly payroll filings.Maintain confidentiality of employee records and sensitive information.Additional Responsibilities :
Sustainability & Office Culture Support :
Promote environmentally responsible practices (e.g., recycling, reducing paper use)Help create and maintain a welcoming, organized and inclusive workspace aligned with organization’s values.Stay informed and participate in Alliance events, initiatives and activities.Attend program and meetings when requested by supervisor.Uphold the Alliance’s mission and values in all internal and external interactions.Represent the organization in a professional and competent manner.This job description is not intended to be all-inclusive. The employee may perform other related duties as assigned to meet the ongoing needs of the organization.
Requirements :
Qualifications and Education Requirements
Education / Experience :
High School Diploma or GED required.Associate degree or higher in Human Resources, Business Administration, Accounting or related field preferred.Equivalent combination of education and experience accepted.Minimum of 3 years of payroll processing experience, including at least 2 years of experience with California payroll.Minimum of 2 years of experience in benefits administration, including open enrollment and vendor coordination.Experience in a nonprofit or mission-driven organization strongly preferred.Experience managing grant-funded or restricted fund payroll is a plus.Payroll certification (e.g., Fundamental Payroll Certification or Certified Payroll Professional) is a plus.Technical Skills :
Experience with HRIS / Payroll systems (Paylocity preferred)Familiarity with QuickBooks preferred.Proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.)Basic familiarity with SharePoint.Familiarity with benefits platforms and vendor portals.Knowledge & Compliance
Strong knowledge of California wage and hour laws, including overtime, sick leave, meal / rest periods, and payroll tax regulations.Understanding of compliance requirements for ACA reporting, COBRA, 1095-C forms, retirement, and CA SDI.Familiarity with workers’ compensation audits and other required regulatory filings.Skills and Abilities :
Highly organized with exceptional attention to detail and accuracy.Excellent interpersonal and written communication skills.Ability to maintain confidentiality and exercise sound judgement.Familiarity with HR processes across the employee lifecycle.Ability to manage multiple priorities, meet deadlines, and work independently in a fast-paced environment.Culturally competent and comfortable working with diverse populations.Core Competencies :
Effective oral and written communication across diverse groups.Self-starter capable of working with minimal supervision.Strong problem-solving skills and adaptability.Ability to remain calm and professional in fast-paced environments.Physical & Other Requirements :
Ability to sit for extended periods and use a computer for prolonged durations.Visual and auditory acuity for reading and verbal communication (in person and via phone)Ability to lift and carry up to 40 lbs; physical ability to push / pull, squat, twist, and turn.Mental acuity to ensure accuracy, sound judgment, and decision-making.Valid California driver’s license or must obtain within 6 months of employment with at least 5 years of driving experience.Work Standards & General Expectations
In addition to the specific duties outlined above, employees are expected to demonstrate the following standards of conduct and performance in the workplace :
Maintain consistent, reliable attendance and notify supervisor in advance of absences.Complete work in a timely, accurate, and thorough manner; demonstrate conscientiousness in all assignments.Follow instructions and respond positively to feedback and direction.Take responsibility for personal actions and follow through on commitments.Note :
This list of essential functions and physical requirements is not exhaustive and may be supplemented as necessary in accordance with the requirements of the job. Alliance for Community Transformations adheres to the provisions of ADA regarding reasonable accommodation procedures.
Alliance for Community Transformations Values : Confidentiality, Safety, Equality, Respect, Empowerment, Personal & Professional Responsibility, Social Change Through Education & Advocacy and Sustaining Ourselves & Our Communities.
Alliance for Community Transformations is an equal opportunity, affirmative action employer. All qualified applicants will be considered regardless of race, color, religion, ancestry, national origin, age, gender, marital status, sexual orientation, medical condition, or physical disability.
