Payroll Specialist

Payroll Specialist

Full-Time Permanent role

San Francisco & Los Angeles.

3 days Onsite and 2 days remote

Job Description

RESPONSIBILITIES: Under general direction of the Sr. Payroll Manager and guided by department objectives and priorities, the Payroll Specialist is responsible for the day-to-day and off-cycle payroll operations for assigned pay cycles. The specialist ensures compliance with established procedures for the accurate and timely preparation, documentation, maintenance and disbursement of payroll checks, payroll taxes, vacation, PTO, and leave of absence records for assigned pay cycles. Perform payroll tasks as assigned, which may include assisting and providing backup for other Payroll team members. Responsible for ensuring client satisfaction is achieved throughout all position responsibilities.

ESSENTIAL FUNCTIONS

Payroll Administration and Compliance:

1. Verify reasonability of all information received from other teams and systems (e.g., Workday (HCM) Thompson Reuters 3E, WorkForce, etc.)
2. Update Ascentis payroll database for any changes which are not part of interfaces.
3. Ensure all appropriate tax related forms (Payroll and Partnership Questionnaire, W-4, etc.) are received, properly completed, and implemented within the payroll system.
4. Ensure the payroll system reflects the appropriate wage reporting and tax withholding for all personnel (considering visa, citizenship, assignment, work location, pay method, etc.)
5. Demonstrate in depth understanding of policies and calculations for all pay groups. Communicate and apply said policies.
6. Ensure overtime hours, expenses, and various benefits, including non-cash benefits are paid and categorized appropriately with the payroll systems according to federal and state wage and hour regulations and Morrison & Foerster’s policies.
7. Accurately process all components of regular payroll cycle and off cycle checks, including auditing, reporting and filing.
8. Calculate payments and maintain Leave of Absence tracking for assigned payroll. Understand, apply, and communicate leaves of absences policies which may involve complex calculations and the application of multiple Firm policies.
9. Demonstrate working knowledge of data, systems integration and process workflows regarding information coming into or out of the Payroll Department.
10. Demonstrate working knowledge of federal, state, reciprocal, and local taxation including definitions, percentages, limits and when each is applicable.
11. Demonstrate working knowledge of taxation methods and the appropriate use of each including for employees whose work/home states are different.
12. Demonstrate working knowledge and understanding of domestic office policies for staff.
13. Demonstrate working knowledge and understanding of employee benefit deductions, including section 125, retirement plans, short-term disability, leave of absence policies, workers compensation and relocation.
14. Demonstrate working knowledge of IRS regulations regarding tax treatment of non-cash benefits.
15. Demonstrate intermediate analytical skills with the ability to identify issues and propose solutions.
16. Administer complex payroll taxation arrangements.

Communication:

1. Maintain confidentiality of all information communicated to Payroll.
2. Effectively respond to employee and firm management questions about earnings and tax withholdings, deductions, and other compensation related questions, which may require in-depth analysis and research.
3. Effectively respond to questions regarding all aspects of leaves of absence and any phase of the payroll process.
4. Effectively communicate with co-workers within and outside of Payroll.
5. Ensure all documentation is thorough, accurate, and appropriate.

Client Service, Confidentiality, and Safety:

1. Consistently promote and model the Firm's Client Service Principles in teamwork, work product, and personal interaction.
2. Ensure compliance with the Firm's Information Handling Policy, including safeguarding confidential and personal information, and reporting any suspected breach appropriately and immediately.
3. Adhere to the Firm's General Safety Practices and any unique safety practices for department and building.

OTHER DUTIES:

1. Assist in GL and Bank Reconciliation research required to reconcile outstanding issues.

May receive training, instructions, or assignments from other team members.

Other duties as assigned.

Education and Experience:

1. Degree in Accounting, Finance, Business or related field and four years multi-state, global payroll experience. Equivalent work experience may be substituted for degree.
2. Intermediate knowledge of payroll and related US federal, state, and local regulations, including wage and hour.
3. Intermediate knowledge of multi-state and remote work tax reporting and withholding requirements. Familiarity with expatriate payroll processing preferred.
4. APA Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) or other relevant professional certification preferred.
5. Knowledge of integrated, cross-functional business systems. Experience with Ascentis Payroll, WorkForce Software, and Workday HCM preferred.
6. Knowledge of GDPR, California, and other relevant data privacy requirements.

Teamwork and Applied Skills:

1. Team oriented and strong interpersonal skills
2. Excellent verbal and written communication skills, including the ability to effectively interact with all levels of staff and management.
3. Demonstrated analytical skills. Ability to prepare accurate, highly detailed work product.
4. Excellent computer skills, including knowledge of spreadsheet and database applications.
5. Ability to keep confidential any information, observations or viewpoints regarding firm or personnel matters and perform under high ethical standards.
6. Ability to take an assignment from inception to completion with general guidance.
7. Demonstrated ability to be a dependable business partner with a strong motivation to respond to requests quickly.
8. Ability to multi-task and set priorities to meet business objectives and deadlines required by Payroll, Finance, and other Firm stakeholders.
9. Ability to perceive, investigate, and analyze problems, and propose possible solutions.

Qualifications / Must-Haves:

1. 3–5 years of payroll experience (5 years preferred)
2. Experience within a large professional services firm or law firm
3. Ability to work effectively in a fast-paced environment
4. Strong knowledge of payroll and multi-state taxation (CA and DC metro area preferred)
5. Familiarity with systems such as ADP, Dayforce, or similar payroll platforms (training provided)
6. Must be ok with manual process, we are currently transitioning from Acentis to Dayforce
7. Experience with manual payroll processes
8. Strong research and problem-solving skills
9. Dependable, committed, and able to work collaboratively within a team.