Payroll Specialist

At Filoli, where rich history meets a vibrant future through beauty, nature, and shared stories, we believe our team is our greatest asset. Nestled in the scenic landscape south of San Francisco, Filoli offers a unique opportunity to contribute to a mission-driven organization dedicated to connecting with our community and fostering a culture rooted in integrity, inclusivity, and innovation.

We're seeking a Payroll Specialist with a proven track record in ADP Workforce Now (WFN) to join our People & Culture (P&C) team. If you're passionate about ensuring payroll accuracy, optimizing processes, and providing exceptional support to employees and managers, we invite you to make a significant impact at Filoli. This role is crucial for maintaining the integrity of our payroll operations and supporting our diverse workforce.

What You’ll Do:

The Payroll Specialist is a vital individual contributor responsible for the accurate and timely processing of our bi-weekly payroll. This role requires strong proficiency in ADP Workforce Now (WFN), a deep understanding of HRIS data management, and the ability to effectively communicate and partner with both employees and managers. You will play a key role in ensuring our team members are paid correctly, all while upholding Filoli's commitment to compliance and a collaborative work environment.

This is a full-time, flexibly scheduled position, working in an office located in a beautiful historic house. Depending on candidate experience, the hourly rate range is $34.40 to $37.00.  A typical work schedule is 8 hours per day, Monday through Friday. Flexibility including occasional off-hours or overtime commitment may be required to meet payroll deadlines. This position is eligible for employee benefits: medical, dental, vision, life, LTD, Flex Plan, 401(k) (eligible 1st of the month following the date of hire), vacation, sick leave, and holiday pay.

Payroll & ADP Workforce Now Expertise:

• Manage the full cycle of bi-weekly payroll processing for all employees using ADP Workforce Now (WFN), ensuring accuracy, compliance, and timeliness.

• Process all special payroll transactions, including commissions, bonuses, manual checks, garnishments, and final pay, meticulously reconciling transactions within WFN.

• Maintain the integrity and accuracy of the ADP Workforce Now (WFN) HRIS database and integrated time & attendance system. This includes managing new hires, terminations, changes, and ongoing data maintenance.

• Ensure accurate and timely preparation and filing of all quarterly and annual federal and state payroll taxes and related reports.

• Proactively identify opportunities to design and implement efficient payroll workflows within ADP WFN, leveraging its features to streamline processes and reduce manual effort.

• Conduct regular payroll data audits within WFN to ensure data integrity and compliance.

• Upload and reconcile benefit data, such as 401(k) and Flexible Spending Accounts, within WFN.

• Maintain comprehensive and organized paperless files for all payroll documentation and reports.

• Stay current with ADP WFN system updates, new features, and payroll-related regulations to proactively support system enhancements and process improvements.

Communication & Training Proficiency:

• Serve as the primary payroll partner for employees and managers, providing expert guidance on payroll inquiries, paycheck discrepancies, timecard issues, and WFN self-service functionalities.

• Develop and deliver training sessions or resources for employees and managers on ADP WFN features (e.g., time entry, pay statement access) and payroll policies, ensuring clear understanding and adoption.

• Collaborate closely with the P&C department, leadership team, and ADP support by timely responding to all inquiries, resolving issues, and providing relevant reports and training to maintain smooth and accurate payroll operations.

• Effectively communicate payroll-related information to diverse audiences, simplifying complex topics into easily understandable terms.

Collaborative Approach & HRIS Data Skills:

• Work collaboratively within the P&C team to ensure seamless integration of HRIS data into payroll processes.

• Assist the P&C department with various administrative and clerical tasks related to employee data management within the HRIS.

• Support internal and external audits as assigned, providing necessary payroll data and documentation.

• Maintain a high level of confidentiality, honesty, and integrity when handling sensitive employee and financial information.

• Protect the organization’s value by securing financial and personal information.

General:

• Provide the highest quality services to all internal and external customers in every interaction.

• Uphold all Filoli’s policies, procedures, guidelines, and standards.

• Maintain flexibility and perform other duties as assigned to respond to the needs of the organization.

• Attendance and punctuality are essential to work and all work-related functions.

What We’re Looking For:

An individual must be able to perform each essential duty listed above and any additional responsibilities as directed, as well as satisfy the educational, core competencies, and skill requirements listed below:

Education:

• Bachelor’s degree in Accounting, Human Resources, or a related business field, OR equivalent practical experience of 2+ years in a dedicated payroll role.

Core Competencies:

• PROVEN PAYROLL SPECIALIST EXPERIENCE:

  • Minimum of 2 years of recent, dedicated bi-weekly payroll processing experience.

  • Demonstrable proficiency and hands-on experience with ADP Workforce Now (WFN) required. 

  • Strong understanding of federal, state, and local payroll tax regulations and compliance.

  • Experience with wage garnishments, benefits deductions, and other special payroll transactions.

• HRIS DATA MANAGEMENT SKILLS:

  • Proven ability to maintain accuracy and integrity of HRIS databases, particularly within ADP WFN.

  • Experience with data entry, auditing, and reconciliation in an HRIS environment.

• COMMUNICATION & TRAINING PROFICIENCY:

  • Exceptional oral and written communication skills, with the ability to clearly explain complex payroll concepts to employees and managers.

  • Experience in developing and delivering training or guidance on payroll processes and HRIS self-service features.

• COLLABORATIVE APPROACH:

  • Demonstrated ability to work effectively and collaboratively within a team environment, especially with HR, Benefits, and Accounting departments.

  • Strong interpersonal skills and a customer service orientation in employee interactions.

• ATTENTION TO DETAIL & ACCURACY:

  • A meticulous approach to work with a high level of accuracy and responsibility in a fast-paced, high-volume transaction environment.

  • Proactive problem-solver with strong analytical skills who identifies issues and tasks independently.

• COMPUTER SKILLS: 

  • Proficient with Windows, Microsoft Office products,  (especially high proficiency in MS Excel for data analysis and reconciliation), and Google applications.

CERTIFICATES, LICENSES, REGISTRATIONS

A valid  driver’s license and automobile insurance for personally owned car used in the course of business is required. 

PHYSICAL REQUIREMENTS

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job including:

• Lift/carry items up to 20 pounds;

• Stand, walk across uneven terrain, climb stairs, reach, lift, carry and bend as well as sit for long periods at a computer.
  
   

  Ready to apply?  Send your resume and about why your interested to https://filoli.applicantstack.com/x/detail/a26ons3oit6i/aa0.  Apply today and join us in helping Filoli thrive - today and for generations to come!