Job Details

Job Details

Level
Experienced

Job Location
Chadwick School - Palos Verdes Peninsula, CA

Position Type
Full Time

Education Level
High School

Salary Range
$38.00 - $45.00 Hourly

Travel Percentage
Negligible

Job Shift
Day

Job Category
Education

Payroll Administrator

Payroll Administrator - Job Description

Chadwick School

Palos Verdes Peninsula, California

Chadwick School is an independent, K-12, coeducational day school dedicated to academic excellence, the development of exemplary character, and self-discovery through experience. A highly educated faculty and staff bring out the best in the talented student body through active learning, challenging academics, one-on-one mentoring, unparalleled global opportunities, nationally distinguished outdoor education and community service programs, outstanding athletic opportunities, and award-winning visual and performing arts.

The core values of respect, responsibility, honesty, fairness, and compassion are widely shared and fostered daily in classrooms, during co-curricular activities, and through the camaraderie of this close-knit community.

Located on a beautiful, 45-acre hilltop campus on the scenic Palos Verdes Peninsula in Los Angeles County, Chadwick enrolls over 850 students drawn from more than 45 Southern California communities.

Job Title: Payroll Administrator

Division/Department: Human Resources

Reports to: Director of Human Resources

Location: Palos Verdes Peninsula, CA

Type of position: Full-Time Non-Exempt

Position Summary

Reporting to the Director of Human Resources, the Payroll Administrator is responsible for managing and processing all aspects of payroll for Chadwick School's faculty and staff using Paycom. This position ensures accurate and timely payroll execution while maintaining compliance with all applicable federal, state, and local laws. The Payroll Administrator plays a key role in supporting Human Resources functions, maintaining confidential employee information, and providing outstanding service to the school's employees. The ideal candidate is highly reliable, detail-oriented, organized, and adept at maintaining the highest level of confidentiality, with strong payroll and HR systems experience in an educational or nonprofit environment.

Main Responsibilities

Payroll Processing

• Administer and process semi-monthly payroll for all exempt, non-exempt, full-time, part-time, seasonal, and summer employees.
• Maintain accurate and up-to-date employee records in Paycom, including pay rates, withholdings, deductions, and direct deposit details.
• Audit time and attendance entries submitted through Paycom to ensure accuracy prior to payroll submission.
• Process and track salary changes, stipends, bonuses, employment status updates (new hires, rehires, terminations), and other adjustments.
• Generate and review payroll reports for accuracy, ensuring timely approvals and submissions.
• Compliance and Reporting
• Ensure compliance with federal, state, and local wage, hour, and tax laws.
• Prepare and file payroll tax reports and other required filings.
• Execute year-end reporting, including W-2 processing and reconciliation.
• Review, ensure accurate reporting, preparation and timely distribution of 1095s
• Maintain organized payroll documentation for audit and compliance purposes.
• Garnishments and Deductions
• Coordinate and process all wage garnishments, child support orders, tax levies, and other mandatory deductions through Paycom.
• Ensure compliance with all court orders and agency requirements.
• Maintain accurate records and communicate with employees and agencies as needed regarding garnishment payments and releases.

Benefits Administration Support

• Coordinate payroll-related benefit deductions, ensuring accuracy and timely updates for enrollments, changes, and terminations.
• Review and audit monthly benefit invoices from current insurance medical and dental carriers.
• Reconcile benefit billing and payroll deductions.
• Assist with open enrollment and benefits reporting as needed.

Workers' Compensation Administration

• Utilize the HRIS system to track and maintain all Worker's Compensation records, including incidents and Leaves of Absence
• Maintain and track worker's compensation classifications for Worker's compensation reporting
• Support the communication of workers compensation guidelines and process
• Assist in the maintenance of records of claims, payments, and related documentation in accordance with legal and policy requirements.

Human Resources

• Direct the design, and implementation or modification of HRIS and other HR computer solutions
• Develop, design, build, test, implement, maintain and enhance HRIS tables, codes, and security
• Ensure services are in compliance with professional standards, state and federal regulatory requirements related to recordkeeping and reporting
• Maintain all employee documents in accordance with legal record maintenance guidelines
• Review and maintain all current employee files, updating all records in the HRIS
• File and store terminated employee files per guidelines, maintaining permanent records in the HRIS
• Update, maintain and monitor Applicant tracking system, including posting positions, closing positions, filling positions and hiring new employees in the HRIS
• Provide other support to Human Resources management and staff as assigned

Employee and System Support

• Serve as the Paycom payroll subject matter expert and primary contact for payroll inquiries from employees.
• Support employees in using Paycom self-service features for pay stubs, tax forms, and timekeeping.
• Collaborate with Paycom's support team and internal IT to identify and resolve system issues or implement updates.
• Identify opportunities for improving Human Resource processes through information systems changes.

Financial Coordination

• Reconcile payroll-related general ledger accounts and prepare supporting journal entries.
• Support the annual audit process by preparing payroll reports and documentation as needed.
• Collaborate with the Finance Team to ensure clearance of all outstanding payroll checks

Qualifications, education, experience and skill requirements

Education, Experience and Skill Requirements

• Bachelor's degree preferred
• One to five years' experience in payroll administration and Human Resources, ideally in an independent school, nonprofit, or educational environment.
• Demonstrated proficiency in Paycom for payroll/HRIS administration strongly preferred.
• Strong understanding of payroll laws, tax compliance, and reporting requirements.
• Advanced Excel skills and comfort using Google Suite.
• Exceptional accuracy, attention to detail, and commitment to confidentiality.
• Excellent interpersonal, communication, and customer service skills.
• Strong organizational and time management abilities with a focus on meeting deadlines.

Compensation: $38 - $45 Hourly based on years of experience, credentials and other qualifications.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENT

• Required to lift and carry up to a maximum of 25 lbs., in a correct manner consistent with the appropriate training provided by the School.
• Occasionally required to use hand to finger, handle or feel objects, touch and use tools, reach with hands and arms, climb stairs, bend, stoop, twist, lift, reach, push, pull, grasp, balance, kneel, crouch, crawl, grasp, talk, hear, and walk during the course of employment.
• Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and an ability to adjust focus.
• May use telephone, computer, copier, and other office equipment in the course of a day.
• May be required to sit while operating word processing equipment for up to 6-8 hours daily.

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing this job, the employee is exposed to weather conditions prevalent at the time. This may include warm, hot, or cold temperatures. The noise level in the work environment is moderate.

CLEARANCES

Required Screenings: TB assessment Clearances: Livescan background check

Note: This job description is not designed to cover or contain a comprehensive listing of activities, duties, and responsibilities that are required of the position.