What are the responsibilities and job description for the Payroll Assistant position at U.S.VETS?
Timesheet Compliance Assistant
About U.S.VETS
U.S.VETS is the largest nonprofit provider of comprehensive services to homeless and at-risk veterans. Our mission is to help veterans successfully transition to civilian life through housing, counseling, career development, and supportive services. We operate programs across the United States, including California, Hawaii, Texas, Nevada, Arizona, and Washington, D.C.
Join a mission-driven team that is committed to accountability, excellence, and meaningful impact.
Position Overview
The Timesheet Compliance Assistant is a detail-oriented, accuracy-driven professional responsible for ensuring 100% non-exempt timecard compliance across the organization. This role performs daily timecard audits, monitors compliance with wage & hour laws (particularly California), and partners with employees and supervisors to ensure all issues are resolved prior to payroll processing.
This position is ideal for someone who enjoys structured, methodical work, has strong analytical skills, and values consistency, quality assurance, and process improvement.
Key Responsibilities
Timecard Review & Compliance Monitoring
- Conduct daily reviews of non-exempt employee timecards with focus on California compliance.
- Ensure accurate daily time entry, meal period clocking, and proper labor/grant allocation coding.
- Identify recurring trends or compliance risks and escalate when needed.
- Ensure all corrections are resolved before payroll deadlines.
Reporting & Payroll Support
- Run and analyze daily/weekly/pay-period timekeeping and compliance reports.
- Maintain internal tracking logs and Excel-based dashboards.
- Prepare routine compliance summaries for HR, Payroll, Operations, and leadership.
- Support Payroll Specialists in timely and accurate payroll processing.
Employee & Supervisor Follow-Up
- Communicate with employees about missing punches, incorrect entries, and approvals.
- Partner with supervisors to ensure timely timecard review and approval.
- Escalate unresolved issues with proper documentation.
Communication & Training Support
- Draft clear, professional communication regarding timekeeping expectations and deadlines.
- Support onboarding by reinforcing wage & hour and timekeeping requirements.
- Assist in creating job aids, reminders, and training materials.
Continuous Improvement & Quality Assurance
- Recommend improvements to timekeeping processes and reporting tools.
- Support internal audits and funder/agency compliance reviews.
- Maintain confidentiality and professionalism when handling payroll data.
Required Qualifications
- Associate’s or Bachelor’s degree preferred (Business, Accounting, HR, or related field).
- 2 years of experience in payroll, HR, operations, or high-volume administrative roles.
- Experience reviewing employee timecards and identifying discrepancies.
- Proficiency with HRIS systems (Paycom strongly preferred; ADP, UKG, Workday, etc. acceptable).
- Strong Excel skills (filters, sorting, formulas, data validation).
- Strong written communication skills and ability to draft professional emails/reports.
- Customer-service mindset with the ability to set and reinforce expectations.
- Experience with California wage & hour rules preferred.
- Experience supporting grant-funded programs or labor allocation tracking a plus.
Core Competencies
- Highly organized and dependable
- Strong follow-through and accountability
- Thrives in structured, detail-oriented work
- Collaborative yet comfortable enforcing standards
- Quality- and compliance-focused
Salary : $23 - $25