Payroll Specialist (part-time)

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We are a global digital agency comprised of strategists, creatives, media experts, data scientists, and engineers driven by one common purpose — accelerate business growth through marketing and digital transformation. Named a top 3% Google Premier Partner and recognized by Inc. 5000 and Adweek's 75 Fastest Growing Companies, we're constantly looking for “A” players to join our team.

The rapid growth is attributed to our strongest asset — our people. Our teams are highly collaborative and work closely with each client to set clear goals and objectives so that we can deliver exceptional results. Mindgruve is a place where every opinion is valued. Not only will you be empowered to contribute ideas, but you will also play a key role in the execution and driving success for brands across a variety of industries. Sound fun? Perfect — you'll fit right in.

We are looking for a Payroll Specialist to be responsible for ensuring the accurate and timely processing of our growing multi-state, multi-entity organization. The position will be a part-time role, approximately 20 hours per week dependent on payroll processing schedules, and is based in San Diego reporting into the office. Reporting to the VP, Human Resources, this role plays a critical part in ensuring payroll compliance, maintaining system integrity and supporting cross-functional teams. The Payroll Specialist will work closely with the finance team to audit processes and identify areas to automate to improve efficiencies. This role requires a critical thinking mindset, problem solving skills, keen attention to detail, with the ability to be highly proactive and organized. The Payroll Specialist must be comfortable navigating complex payroll and finance systems, streamlining processes and taking ownership of our payroll processing.

What You'll Do Here:

• Process payroll on semi-monthly and bi-weekly schedules for a multi-entity, multi-state organization using BambooHR.
• Manage and process 1099 contractor payments in alignment with contract terms.
• Execute payroll transactions including new hires, terminations, employee status changes, timesheet approvals, wage garnishments, and bonus or retroactive payments.
• Review and reconcile hourly employee timesheets to ensure accuracy and compliance with state and federal wage and hour laws (e.g., CA meal/rest penalties, overtime rules).
• Oversee and validate employee expense reimbursements (e.g., travel, parking, meals) via Workamajig, ensuring adherence to the company's Travel & Expense Reimbursement Policy.
• Reconcile benefit deductions and maintain data integrity across platforms (HRIS, benefits admin systems, 401(k), etc.).
• Support open enrollment by assisting with accurate benefit deduction setup and reporting.
• Maintain and update state and local tax information, including registration for income tax, unemployment, and disability insurance as required.
• Assist with internal audits and support the finance team with quarterly and year-end reporting.
• Respond promptly to payroll-related inquiries from employees and internal stakeholders, including pay details, vacation balances, tax withholdings, and employment verification.
• Ensure compliance with changing federal, state, and local tax laws and payroll regulations.
• Continuously evaluate and improve payroll processes, identifying automation opportunities and contributing to cross-functional efficiencies.
• Stay abreast of all changes in payroll taxation laws and regulations to ensure compliance across all states and jurisdictions.
• Perform other related duties and projects as assigned.

We Need a Person With:

• 3+ years of experience in a payroll processing role for multi-state employer.
• Proficiency and prior experience in payroll tools & software (i.e. BambooHR).
• Bachelor's degree in Finance, Accounting, Economics, Data Science, or a related field, preferred.
• Knowledge of federal and state wage and tax laws, FLSA and overtime requirements.
• Ability to work independently and as part of a team.
• Able to work well across multiple departments (Operations, Human Resources, Accounting, etc.).
• Meets deadlines, prioritizes assignments, and multitasks in a fast-paced environment.
• Self-motivated, flexible, deadline-oriented and able to complete tasks with limited supervision.
• Strong verbal and written communication skills.
• Familiarity with payroll systems, required (preferably BambooHR).
• Experience with time-tracking systems and processes .
• Expert knowledge of Microsoft Excel and Google Sheets.
• Well-versed in Microsoft and Mac applications as well as Google Suite.
• Understanding of video meeting platforms (e.g., Zoom, Teams).

Compensation will be commensurate with experience. Additionally, for eligible full-time employees, we offer a competitive benefits package including medical insurance, dental insurance, and vision insurance; a flexible spending account; voluntary life and accident plans; and a 401(k) retirement plan with matching. Our headquarters is based in San Diego, California, with additional offices in Covington, Kentucky, Denver, Colorado, Nashville, Tennessee and Charleston, South Carolina. We're seeking local candidates (or those open to relocation) who are able to work collaboratively with us in one of our office's; however, based on business needs and unique job functions, some roles may be eligible for remote work. (Bonus points if you're bilingual in Spanish and/or Portuguese.)

Mindgruve is an equal opportunity employer and values diversity. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.