Payroll Specialist

Job Description

Job DescriptionJOB IDENTIFICATION:Job Title: Payroll SpecialistDepartment: Finance and OperationsSupervisor Title: Chief Finance and Operations Officer POSITION PURPOSE AND SUMMARY:

The Payroll Specialist is responsible for ensuring accurate and timely payroll processing, compliance with payroll laws and regulations, and collaboration with the team to support employee satisfaction and organizational excellence. This role will play a key part in maintaining transparent and efficient payroll operations while contributing to cross-departmental initiatives that enhance organizational culture and compliance.

DUTIES AND RESPONSIBILITIES:Essential Functions:

Payroll Administration

• Process semi-monthly payroll for all employees, ensuring accuracy in wages, deductions, and benefits contributions.

• Maintain payroll records and ensure accurate employee information within payroll systems.

• Collaborate with HR to address employee inquiries and resolve payroll-related issues.

• Ensure compliance with all federal, state, and local payroll regulations, including tax reporting and filing requirements.

Compliance and Reporting

• Prepare and distribute accurate tax documents, including W-2 and 1099 forms.

• Monitor and track time-off accruals, sick leave, and PTO balances in alignment with organizational policies.

• Assist in payroll audits and prepare necessary documentation for internal and external reviews.

• Stay informed on changes to payroll laws and regulations, advising leadership on necessary adjustments.

Collaboration with HR and Finance Teams

• Work closely with HR to align payroll processes with benefits administration and onboarding/offboarding workflows.

• Partner with HR to ensure seamless integration of payroll changes related to new hires, terminations, and employee promotions.

• Provide payroll data insights to the Finance Team for budget planning and financial reporting.

• Collaborate on cross-departmental projects that improve payroll and/or other systems and processes.

Process Improvement

• Identify and implement enhancements to payroll systems to improve efficiency and accuracy.

• Provide training to employees on payroll self-service tools and assist with troubleshooting issues.

Other duties as assigned

Non-Essential Functions:

• Support additional organizational initiatives, community engagement efforts, and national programming as needed.
• Contribute to ongoing curriculum development and refinement.
• Assist with event planning, logistics, and facilitation.

General All-Staff Responsibilities:

• Engage and mentor youth participants and colleagues through hands-on learning experiences.
• Foster a safe, inclusive, and engaging learning environment for all program participants.
• Participate in professional development and continuous learning opportunities.
• Support a broad range of operational tasks outside of the standard job scope to ensure youth success, including logistical support, crisis response, and creative problem-solving.
• Other responsibilities as assigned.

QUALIFICATIONS, SKILLS, AND ABILITIES:Required:

• Bachelor’s degree in Accounting, Business Administration, Human Resources, or a related field (preferred).

• Payroll Certification (e.g., CPP, FPC) preferred.

• 3–5 years of experience in payroll processing or related field.

• Familiarity with payroll and HRIS systems (e.g., TriNet, ADP, Paycom, or similar).

• Experience collaborating across teams in a nonprofit or mission-driven organization is a plus.

• Commitment to The Hidden Genius Project’s mission, youth development model, and the success of those around you.
• Experience working in nonprofit, youth development, education, or technology sectors.
• Strong interpersonal, communication, and mentorship skills.
• Ability to work flexible hours, including evenings and weekends as required by the program schedule.
• Adaptability to perform both essential, non-essential, and general functions to meet program demands.
• Understanding of the nonprofit sector’s dynamic nature, where responsibilities may extend beyond the defined job description to address real-time organizational and youth needs.

Desired:

• Strong attention to detail and commitment to accuracy in payroll processing.

• Knowledge of federal, state, and local payroll regulations and compliance requirements.

• Proficiency in payroll software and advanced Microsoft Excel skills.

• Strong organizational and time-management skills with the ability to meet deadlines.

• Excellent verbal and written communication skills to effectively collaborate with HR, Finance, and external stakeholders.

• Ability to maintain confidentiality and handle sensitive information with discretion.

• Alignment with the mission and values of The Hidden Genius Project.

• Experience in curriculum development, facilitation, or instructional design.
• Familiarity with culturally responsive teaching practices.
• Previous experience mentoring youth from underrepresented communities.

ROLE OVERVIEW:Role Location: Oakland CA (remote)Status: ExemptSchedule: 40 hour, including evenings and weekends as needed.

Manages: Employees, Interns, and volunteers (including attraction and coordination tasks)

Years of experience: 3-5 years of experience

Benefit Eligibility: Medical, Dental, Vision, 401k (up to 4% match), annual professional development

Working relationships: At each location, site team members work closely with their immediate team, supervisor, and key leadership to support daily operations and program success. They also connect with colleagues in similar roles across different locations to share best practices and strengthen our collective impact. Central team members provide organization-wide support, collaborating across departments and locations to ensure seamless operations and strategic growth. Together, every team member plays a vital role in advancing our mission.

Our organization operates within a dynamic structure that supports both site-based and central team roles. Site-based team members play a key role in our 15-month youth program, with an immersive summer schedule (Monday-Friday, between 7 AM - 6 PM for seven weeks) and a structured fall schedule that includes full-time hours, one evening per week, and one Saturday per month. Meanwhile, central team members maintain a Monday-Friday schedule (typically between 7 AM - 6 PM), supporting organizational needs through strategic initiatives, cross-functional collaboration, and efforts beyond core job duties. Regardless of role, every team member contributes to our shared mission and the success of our Geniuses.WORK ENVIRONMENT:The Hidden Genius Project operates in a dynamic and flexible work setting to best support our mission and the needs of our youth. We are flexible but require an onsite commitment for the first year of employment. Site-Based Roles: Staff in these roles work from programming locations within local communities. These locations have traditionally included school sites, faith-based institutions, and other commercial or community spaces designated for youth development programs. Site-based roles require adaptability to varying facilities and settings, ensuring a safe and engaging environment for program delivery. Site-based roles have the flexibility to work remotely as approved by supervisors and within our workplace policy and program needs. Central Team: Primarily based between our headquarters in Oakland and our Los Angeles site in CA, both feature a modern office setting. While many responsibilities are managed from a central location, team members have the flexibility to work remotely as needed and within our workplace policy. Remote work arrangements require supervisor approval, proactive communication, self-discipline, and the ability to collaborate effectively across time zones and locations. General Work Conditions:

• Requires occasional travel for site visits, events, and meetings.
• Collaboration with staff, partners, and youth may extend beyond traditional work hours to meet programmatic and organizational demands.
• Flexibility is key in this role, as responsibilities may shift based on programmatic needs and youth engagement.

BENEFITS OF THE ROLE:

• Dynamic, collaborative, and purpose-driven work environment.
• Meaningful opportunity to impact the lives of Black male youth and other youth of color.
• Entrepreneurial organization with opportunities for innovation and leadership.
• Direct connection to industry professionals and networking opportunities.
• Competitive compensation and benefits package.
• Opportunity to contribute to the growth of a national nonprofit.

COMPENSATION:Salary and benefits will be competitive and commensurate with experience.PHYSICAL DEMANDS:

• Employees may occasionally climb, balance, stoop, kneel, crouch, or crawl.
• Frequent standing, walking, and sitting are required.
• Regularly grasp objects, talk, and/or hear.
• Occasionally lift up to 50 pounds; regularly lift up to 10 pounds.
• Vision abilities required for maintaining safety in programming spaces.
• Ability to travel and supervise youth transportation as needed.
• National (and possibly international) travel is required.
• Non-traditional work demands: The nonprofit sector and our commitment to youth development require flexibility beyond a standard work structure, often necessitating engagement in unexpected situations and responsibilities.