Payroll Specialist

At the Monterey Bay Aquarium, we are passionate about creating an inclusive workplace that celebrates and values diversity. We firmly believe that having a team of diverse backgrounds and voices, working together, increases our capacity to serve our visitors and fulfill our mission. We welcome people from all backgrounds into our team and strongly encourage people of color, LGBTQ individuals, veterans, and people with disabilities to apply.

Priority deadline for applications is November 13, 2025. Due to the volume of incoming applications, the role may be closed earlier than November 13, 2025.

Job Summary:

Under limited supervision, assist with full cycle multi-state payroll process; occasionally transmit full payroll independently. Assist in other areas of MBA accounting functions, reconcile accounting worksheets, review payroll records, generate payroll reports, provide information to outside agencies, assist staff with payroll inquiries, contribute to Payroll System Application (UKG) support & accounting duties. Perform other duties as assigned.

Core Activities:

• Assist in full cycle multi-state payroll process which includes the following:
• Review timecard data for reasonableness and resolve any discrepancies prior to processing
• Compile payroll reports for archives
• Reconcile payroll transmittal with changes made by HR
• Complete required payroll distributions for employees within payroll compliance and timelines (e.g., delivery of final pay checks, secure physical checks from shipping, etc.)
• Calculate and prepare manual Instant checks and maintain payroll bank account check register.
• Monitor stale dated payroll checks, reconcile outstanding manual payroll checks, void & reissue as necessary.
• Set up employee deductions including, but not limited to, wage garnishment, complex multi-state tax jurisdiction set up, payroll tax compliance, and other employee payroll deductions (i.e. health benefits, 403b, FSA, etc.).
• Provide guidance for employees/managers to assist with their understanding of Payroll (UKG) system workflow, processes and reporting tools. Enhance employees' self-service experience & provide instructions as needed to increase payroll service standards and performance.
• Collaborate with Human Resources and outside agencies for staff verifications of employment, wage & hour compliance and reporting, terminations, onboarding, and leave of absence processing.
• Participate as a member of the UKG Administration Support Group, responsible for intaking suggestions, challenges, issues, researching viable resolutions, testing, documenting progress, and communication back to staff of changes within the UKG application.
• Research issues involving compliance with state payroll requirements, and other projects related to payroll and accounting processes.
• Reconcile assigned payroll related general ledger accounts.
• Assist with year-end W-2 processing, annual audits, and ACA compliance recording.
  
  

Preferred Knowledge, Skills, & Abilities (KSAs):

• Associates degree in related field or equivalent combination of education, training, and experience
• Minimum 3 years' work experience in accounting & payroll field
• Working knowledge of Federal and State wage and hour laws and regulations
• PC proficiency and strong working knowledge of business applications; must be skilled in Excel, Word, Acrobat, & DocuSign
• Accurate record keeping with strong attention to detail required
• Experience with employee database management and reporting
• Exceptional mathematical and calculation skills
• Ability to work with a team
• Knowledge of payroll, wage garnishments, and benefit processes
• Ability to prioritize, manage multiple projects or demands and meet challenging deadlines under pressure
• Working knowledge of multi-state payroll tax jurisdictions, IRS publications, ACA reporting guidelines and CA Labor Law
• Knowledge of UKG payroll system and Intacct highly desirable
• Ability to maintain confidentiality of sensitive payroll data
• Ability to work within and maintain Monterey Bay Aquarium's Core Values
  
  

Physical Requirements to Perform Essential Job Functions:

• Typical office equipment
• Constant sitting, standing, walking, bending
• Occasional unassisted lifting up to 50 lbs.
• Typical office environment, main aquarium and exhibits, occasional offsite events
  
  

Hourly Compensation Range:

$25.00- $28.37 USD per hour. Starting rate will vary based on previous experience and relevant skills/knowledge set.