Payroll Specialist

POSITION SUMMARY:

The Payroll Specialist is responsible for compiling payroll data and maintaining payroll records, ensuring payroll operations for the YMCA of the East Bay are accurate, timely, and compliant. This role leads the auditing of payroll, communicates effectively with staff and supervisors, and provides excellent customer service. All responsibilities are carried out in alignment with the Goals, Mission, and Policies of the YMCA of the East Bay.

ESSENTIAL FUNCTIONS:

• Provide excellent customer service to all employees, managers, and partners.

• Perform payroll operations/processing, including but not limited to:

• Semi-monthly payroll processing for Association staff.

• Addressing employee payroll questions and concerns in a timely manner.
• Leveraging payroll analytics to identify patterns, variances, and emerging trends, providing leadership with insights and process improvement recommendations.
• Transforming payroll data into clear reports and dashboards that highlight workforce trends.
• Responding and returning phone calls, emails, and other inquiries.
• Processing off-cycle payroll checks and reissuing new checks for direct deposit or payroll check returns.
• Downloading payroll and quarterly tax reports from payroll software (e.g., UKG, Paycor), saving them in the required payroll folder.
• Meeting all payroll processing deadlines and managing workflow to ensure timely and accurate payroll transactions for multiple payroll clients.
• Updating employee information in the payroll system, including direct deposit, pay rates, federal and state tax withholdings.
• Reconciling payroll prior to transmission and validating confirmed reports.
• Processing and calculating correct child support orders and garnishments in compliance with regulations.
• Completing and tracking PTO/Vacation/Sick Leave forms for applicable programs, submitting to payroll provider, and maintaining accurate records.
• Providing and assisting with reporting and data requests for internal and external audits.

• Providing pay rate and payroll information to management for budgeting as requested.

• Assist payroll team associates with payroll processing and payroll office duties as assigned.

• Collaborate with HR/Benefits department on employee data for new hires, terminations, deductions, leaves (FMLA/CFRA/PDL), Workers' Comp, and benefit changes.

• Conduct payroll orientation for Association Managers regarding payroll policies, procedures, schedules, employee terminations, timesheet reporting, and leave documentation.

• Support walk-in employees and visitors at the payroll/HR front desk, providing timely assistance.

• Participate in weekly meetings with the HR/Payroll team to discuss areas of focus or concern.

• Engage in Association-wide projects and events as needed.

• Perform other duties as assigned.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

• Physically perform all skills required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Visual, auditory and verbal capacity to communicate effectively with people and monitor surrounding activity.

• Ability to adapt to working in changing conditions and environments that may require concentration and focus.

• Must be able to work on a computer for an extended period of time.

• Work in an office setting.

• Must be able to drive to YMCA sites and attend UKG conferences.

LEADERSHIP COMPETENCIES:

• Mission Advancement: Models and teaches Y values; ensures high-quality service standards.

• Collaboration: Champions inclusion; builds strong team relationships and provides clear, empathetic communication.

• Operational Effectiveness: Provides frameworks for decision-making; manages best practices and holds team accountable.

• Personal Growth: Shares new insights; adapts to change; addresses sensitive issues constructively.

QUALIFICATIONS:

• Minimum of 2 years of experience with UKG, ADP, Paycor, UltiPro, or other major payroll software.

• Bachelor's degree in Human Resources, Business, Accounting, or related field preferred.

• Strong knowledge of payroll processes and procedures, including California wage and hour law.

• Familiarity with HR practices, leave laws (FMLA, CFRA, PDL), and IRS regulations.

• Experience processing garnishments, child support, and PTO tracking.

• Proficiency with Microsoft Office, especially Excel.

• Excellent organizational, analytical, and time management skills.

• Attention to detail and accuracy in data entry; ability to work independently.

• Strong written, verbal, and visual communication skills.

• Experience working with diverse populations and a commitment to equity and inclusion.

• Ability to handle sensitive and confidential information with discretion.

• Valid driver's license and current auto insurance.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.