Finance Specialist Jobs in California

Menlo School is seeking a detail-oriented and highly organized Payroll and Finance Operations Specialist to join our Business Office. This role will primarily focus on payroll processing and administration and will also support other accounting and financial operational functions. Our payroll operations are complex, given the diverse types of employees, including full-time salaried, part-time hourly, and seasonal staff. The ideal candidate will bring expertise in payroll processes, a strong understanding of compliance, and the ability to adapt to a dynamic school environment.

This is a full-time, exempt role that requires in-person, on-campus presence 5 days a week, Monday through Friday.

Key Responsibilities:

Payroll Processing and Administration

• Accurately process, review, and manage payroll for all Menlo School employees, ensuring timely processing of timecards, salary changes, stipends, and deductions.

• Maintain and update payroll records, including employee information, pay rates, and deductions.
• Calculate and track sick leave, vacation balances, and other time-off accruals.
• Respond to employee payroll inquiries regarding wages, deductions, garnishments, and other payroll matters.
• Conduct internal audits of retirement plan eligibility, including review of employee hours worked monthly to determine eligibility for retirement plan participation.
• Administer and report to the retirement plan platform.
• Review and distribute year-end payroll reports (W-2s, 1095s, etc.).

• Adapt quickly to new payroll processes and systems to drive operational efficiency.

Reconciliation and Compliance

• Stay updated on payroll regulations and ensure compliance with federal, state, and local payroll, wage, and hour laws.

• Reconcile payroll transactions, accrued leave, and retirement contributions, resolving any discrepancies.
• Reconcile payroll general ledger accounts, benefits, and cash transactions to ensure accuracy and policy compliance.
• Lead payroll-related audits, including workers’ compensation and retirement plan audits.

• Draft and maintain documentation for payroll procedures and other Business Office procedures.

Business Office Support

• Support accounts payable and procurement processes, including purchase order management and vendor invoice reconciliations.

• Assist with month-end accounting, financial reporting, and audits.
• Collaborate with the accounting team on special projects.
• Contribute to process improvement initiatives, and learn and adapt to new functions, processes, and systems as department needs evolve.

• Take on additional Business Office responsibilities and other duties as assigned.

Qualifications:

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field; relevant certifications (e.g., CPP) are a plus.
• 3+ years of experience in payroll processing, preferably within an educational or non-profit environment, preferably with experience in California payroll laws.
• Proficiency in Google Sheets and Microsoft Excel.
• Strong knowledge of payroll software and general accounting principles.
• Strong analytical skills, attention to detail, organizational skills, and ability to meet deadlines.
• Excellent communication skills, with the ability to handle sensitive information confidentially.
• Experience in Paylocity and Blackbaud Financial Edge a plus.

• Ability to learn and adapt to new technologies and systems.
• Strong organizational skills and the ability to meet deadlines in a fast-paced environment.
• Experience with accounting software and databases.

• An exceptional work environment and caring community

• Highly competitive salary

• A comprehensive benefits package, including generous contributions to a retirement plan for eligible employees and their families. Learn more here.