Payroll Specialist - Fiscal

Job Overview

The Payroll Specialist reports to the Payroll Manager and works closely under their guidance and supervision. 

Payroll Specialist will handle all manual checks and termination checks, request ACH transfer, and resolve issues with incorrect hours, missing hours, and other issues related to employee’s payments.

Payroll Specialist is responsible to review, edit, and update employee information in ADP based on documentations provided by HR Team such as New Hire PARs, Change PARs, and other documentations to ensure that the employee information is correct and ready for payroll processing at each pay period.

Payroll Specialist is responsible to assist supervisors and employees on employee timesheets. Troubleshoot and fix employee's badges that are not working. Set up remote phone clock-in / clock-out access for employees.

Payroll Specialist will assist Payroll Manager in payroll allocation process. Provide employee earning statements monthly for the AR Billing Team.

Key Responsibilities

Administrative Responsibilities:

  • Review and update employee information in ADP system.
  • Process manual checks and termination checks, request ACH transfer if needed.
  • Assist supervisors and employees on employee timesheets.
  • Update the Payroll Detail Database monthly with the months’ payroll data.
  • Print employee payroll statements monthly for the AR Billing team.
  • Manage and update monthly the Organization’s Payroll Roster in partnership with HR and Budget Manager.
  • Manage the Payroll Allocation Plan and update monthly to ensure it remains accurate and well documented in order to meet all internal and external audit requirements.
  • Provide excellent service level to internal and external customers to ensure high level of satisfaction.

Accounting Responsibilities:

  • Responsible for clarifying, reviewing, approving and ensuring accuracy of allocated payroll expenses.
  • Allocates payroll expenses for all cost pools (facilities) to their respective programs and create journal entries for these.  This includes allocating benefit expenses such as health insurance and 401A retirement account funding.
  • Responsible to reconcile benefits invoices by employee with amount expensed in general ledger with amount paid to benefits vendors, make adjustments as needed, and keep up to date AR from employees.
  • Supports journal entries recording payroll expense transactions to meet Allocation Policy requirements.
  • Must ensure all program coding and facility cost pools used for payroll allocation are correct.
  • Reconcile assigned payroll related GL accounts to support the month-end close of the financial statements.
  • Ensures all inputs needed for monthly Financial Statement close process are provided, reviewed with Controller, and adjusted as determined.

And, other duties as assigned.

Education and Knowledge, Skills and Abilities

Education and Experience Required:

  • Bachelor’s Degree in Accounting and/or equivalent experience.
  • Must have strong Excel skills including pivot tables, v-lookups, and creating formulas.
  • Must have hands on experience in GL coding, posting transactions to accounting software.
  • Must have strong experience in providing excellent customer service internally and externally as needed.
  • 3 to 5 years’ experience working with payroll in an accounting department including use of payroll software.
  • Culturally competent and able to work with a diverse population.


  • Experience using Blackbaud’s Financial Edge accounting software.
  • Experience using ADP’s online large company payroll software.
  • Strong understanding of different allocation methods and when they are properly utilized.

Skills and Abilities Required:

  • One/two-year experience in Payroll (knowledge of ADP preferred).
  • Able to enter data into various electronic systems while maintaining data integrity and accuracy.
  • Professionalism, punctuality, flexibility and reliability are important.
  • Able to communicate effectively including strong ability to listen accurately.
  • Strong written skills necessary to correspond by email and document/update customer notes regarding important updates on accounts and issues.
  • Integrity to handle sensitive information in a confidential manner.
  • Strong initiative and enthusiasm and willingness to assist the entire Fiscal team whenever needed.
  • Strong problem-solving skills.
  • Excellent organization skills and ability to multitask and juggle multiple priorities.
  • Outstanding ability to follow through with tasks.
  • Ability to work cooperatively and effectively as part of interdisciplinary team and independently assume responsibility.
  • Able to work within a frequently changing project scope while maintaining overall direction and structured priorities. 

Background Clearance Required:

  • Must not be on active parole or probation.  

In compliance with the California Department of Public Health's mandate, by September 30, 2021, all employees must be able to provide proof of COVID-19 vaccination. Medical and religious exemptions are available.

Compensation: TBD
Type: Hourly/ Non-exempt
Benefits: HealthRIGHT 360 offers a competitive benefits package.
City: San Francisco, CA
Hours/wk: 40

Job Location