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About the Role
The Payroll Specialist is responsible for accurate and timely payroll processing for all divisional employees across multiple Corps, programs, and grant-funded operations. This position ensures compliance with federal, state (California), and organizational payroll regulations, while maintaining data integrity within UKG and related systems. The role collaborates with HR and Finance to ensure proper employee setup, earnings allocations, and compliance, playing a critical part in payroll accuracy, audit readiness, and financial accountability.
Responsibilities
- Process bi-weekly payroll for all divisional employees, ensuring accuracy, timeliness, and compliance.
- Review and audit timesheets, earnings codes, and pay adjustments for accuracy.
- Coordinate with HR on new hires, terminations, status changes, and employee data updates.
- Maintain accurate payroll records, including employee earnings, deductions, benefits, and tax withholdings.
- Ensure proper allocation of payroll expenses across Corps, programs, and grant funding sources.
- Process manual checks, off-cycle payrolls, and retroactive adjustments.
- Assist with benefits deductions, including health premiums, FSA, retirement contributions (403b), and other voluntary deductions.
- Reconcile payroll reports and general ledger postings in coordination with the Finance Department.
- Support month-end and year-end payroll processes, including W-2 preparation and reporting.
- Ensure compliance with federal, state (California), and local wage and hour laws.
- Respond to employee and management payroll inquiries in a timely and professional manner.
- Maintain confidentiality of all employee payroll and personal information.
- Assist with internal and external audits by providing payroll documentation and reports.
- Identify opportunities to improve payroll processes, accuracy, and efficiency.
- Support implementation and maintenance of payroll systems (e.g., UKG, TSAMM integration).
- Perform other duties as assigned in support of divisional operations.
Requirements
- Minimum of 2–4 years of payroll processing experience, preferably in a nonprofit or multi-site organization.
- Experience processing payroll for 200+ employees required (experience with ~400 employees ideal).
- Knowledge of California wage and hour laws, payroll tax regulations, and compliance requirements.
- Experience with payroll systems such as UKG (or similar HRIS/payroll systems) preferred.
- Experience working with grant-funded programs and multi-departmental allocations is a plus.
- Prior experience working in a nonprofit or faith-based organization preferred.
- Ability to lift up to 25 lbs. (usually file boxes).
Skills
- Strong analytical and problem-solving skills
- Excellent communication and interpersonal skills
- Proficient in Microsoft Office and Treasury Management Systems
- Knowledge of financial regulations and compliance requirements
Experience Level
- 2-4 years of payroll processing experience
Education Level
- Associate’s or bachelor’s degree in accounting, Finance, Business Administration, or related field
About the Company
- The Salvation Army is a church and its employees acknowledge its religious purpose and status.
- Employee conduct must not conflict with or undermine the Army’s religious programs or purposes.
- Employment is "at will", meaning either the employee or employer can terminate the relationship at any time with or without cause.
Equal Opportunity
- Qualified individuals must be able to perform the essential duties of the position with or without accommodation.
- A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position.
- The Salvation Army will attempt to satisfy requests if the accommodation needed is reasonable and no undue hardship would result.