Job Details

We are seeking an experienced Payroll Specialist to manage end-to-end, bi-weekly payroll for three distribution companies across California and New Jersey. This role is responsible for ensuring accurate, timely payroll processing, strict compliance with state and federal regulations, and seamless coordination across Payroll, HR, and Accounting.

The ideal candidate has hands-on experience running multi-state payroll, managing time & attendance systems, resolving discrepancies, and supporting employees with confidence and professionalism in a fast-paced distribution environment.

Key Responsibilities

Payroll Processing & Compliance

• Process bi-weekly payroll for 3 distribution sites (CA & NJ)
• Ensure compliance with CA & NJ wage and hour laws, as well as federal regulations
• Process bonuses, stipends, manual checks, final paychecks, severance, settlements, and retro adjustments
• Handle garnishments, child support orders, and deductions, maintaining accurate records and communication
• Update W-4 withholdings, resolve W-2 discrepancies, and respond to EDD notices
• Maintain payroll registers, reports, audits, and documentation
• Protect payroll data with strict confidentiality and security standards

Time & Attendance Management

• Own the time & attendance process (Fingercheck)
• Ensure accurate timekeeping, approvals, missing punch resolution, and meal-period compliance
• Verify vacation, sick, and PTO accruals and rollovers
• Export/import hours into Paychex, validating accuracy before payroll submission

Employee & Manager Support

• Serve as the primary point of contact for payroll-related questions
• Assist employees with payroll apps, login access, and banking updates
• Communicate payroll policies, changes, and deadlines clearly and professionally
• Respond to employment and payroll verifications

HR & Accounting Collaboration

• Partner with HR on new hires, terminations, LOAs, promotions, and offboarding
• Coordinate final paycheck delivery and documentation on termination day
• Reconcile and audit staffing agency invoices weekly across all warehouse locations
• Collaborate with Accounting to ensure proper funding, approvals, and reporting
• Support payroll audits, system updates, and SOP creation

Qualifications

• 4+ years of payroll experience (multi-state preferred)
• High School diploma required; some college preferred
• Hands-on experience with Paychex and/or ADP
• Strong understanding of payroll regulations, tax compliance, and accounting fundamentals
• Experience in warehousing or distribution environments is a plus
• Proficient in Excel, Google Docs, and payroll reporting
• Detail-oriented, organized, and highly analytical
• Able to manage high volumes of data with accuracy and urgency
• Strong communication skills; collaborative, team-oriented mindset
• Comfortable working in a fast-paced, growing organization
• Spanish bilingual preferred

Why This Role

• High-impact, ownership-driven payroll role
• Stable, multi-site operation with complexity (not transactional payroll)
• Close partnership with HR and Accounting leadership
• Opportunity to influence processes, controls, and best practices