Payroll Specialist

About AADAP, Inc.

The Asian American Drug Abuse Program (AADAP) is a 501(c)(3) non-profit organization dedicated to serving Asian Pacific Islanders and other underserved communities with substance abuse services throughout Los Angeles County. Programs and services are provided to all individuals regardless of race or ethnicity.

Department Overview

The Fiscal department oversees AADAP's financial operations and supports the agency's programs through accurate accounting, financial reporting, contract oversight, budgeting, compliance, and fiscal management. The department works closely with program leadership and management to ensure responsible stewardship of agency and contract funds.

Position Summary

The Payroll Specialist II reports to the Fiscal Director and is responsible for running AADAP's full-cycle payroll accurately, on time, and in compliance with federal, California, and local wage laws. The position processes payroll, maintains employee pay records, handles payroll taxes and deductions, and allocates labor costs to the correct programs and funding sources so grant and contract billing is supported. Approximately 80% of the role is dedicated to payroll, while the remaining 20% provides backup support for accounts payable (AP).

Essential Job Functions & Responsibilities

Payroll

• Process full-cycle payroll for all employees, including hourly, salaried, part-time, and temporary staff.
• Collect, review, and validate timesheets and approvals; resolve missing or incorrect time with supervisors before each payroll deadline.
• Calculate overtime, double time, meal and rest period premiums, and other pay under California rules.
• Enter new hires' required information in the payroll system based on HR documentation.
• Process final paychecks within California deadlines, off-cycle checks, retro pay, and payroll corrections.
• Administer deductions, including benefits, 401(k) retirement contributions, garnishments, and child support orders.
• Track and maintain paid sick leave, vacation accruals, and balances.
• Allocate salaries, wages, and fringe benefits to the correct programs, funding sources, grants, and contracts based on approved timesheets and time-and-effort records.
• Prepare labor distribution reports that support monthly billing to county, state, and federal funders.
• Provide payroll documentation for contract compliance reviews, program monitoring, and audit requirements.
• Reconcile payroll registers to the general ledger and bank each pay period; prepare payroll journal entries.
• Reconcile benefit and 401(k) deductions to carrier and plan invoices.
• Manage the annual workers' compensation audit and 401(k) plan audit.
• Ensure payroll complies with the FLSA and California Labor Code.
• Reconcile and verify payroll tax filings (federal Form 941, California DE 9/DE 9C) and annual W-2s, whether filed in-house or through a payroll provider.
• Respond to notices from the IRS, EDD, and other agencies.
• Maintain confidential payroll records in accordance with record-retention requirements.
• Answer employee questions about pay, deductions, direct deposit, and pay stubs promptly and confidentially.
• Recommend and document payroll procedures and internal controls.
• Participate in team meetings, providing input for corrections and continuous improvement.
• Adjust regular work schedules flexibly around payroll deadlines and specific program operational needs.
• Perform other duties as assigned.

Accounts Payable Backup

• Provide backup AP coverage during staff absences, vacancies, and peak periods such as month-end, year-end, and audit requests.
• Review and process vendor invoices, check requests, and employee reimbursements for accuracy, approvals, and supporting documentation.
• Code expenses to the correct general ledger accounts, programs, funding sources, and contracts.
• Assist with scheduled check and electronic payment runs.
• Assist with vendor setup, W-9 collection, and year-end 1099 preparation.
• Respond to vendor inquiries about payment status.
• Assist with audit requests.

Required Qualifications

• Associate degree in accounting, business, or a related field, or equivalent experience.
• Minimum of 3 years of full-cycle payroll experience.
• Working knowledge of a payroll system such as ADP; intermediate to advanced Microsoft Excel skills (lookups, pivot tables, formulas).
• Working knowledge of California wage and hour law, including overtime, meal and rest periods, paid sick leave, and final pay rules; experience with payroll tax filings, W-2s, and payroll-to-general-ledger reconciliation; working knowledge of accounts payable processing, including invoice coding and payment runs.
• Strong attention to detail, ability to meet fixed deadlines, and discretion with confidential information.

Nice to Have

• Experience with nonprofit payroll, grant-funded labor allocation, and time-and-effort reporting.
• Experience operating computerized accounting systems, preferably Blackbaud.
• Experience with electronic timesheet systems.

Knowledge, Skills, and Abilities (KSAs)

• Strong knowledge of federal, state (California), and local wage and hour laws, labor standards, and payroll tax compliance regulations.
• Ability to independently manage full-cycle payroll processing and accurately execute complex calculations under strict, recurring deadlines.
• Strong analytical and problem-solving skills with high attention to detail in payroll register reconciliations, labor distributions, and general ledger journal entries.
• Ability to review timesheets, identify timekeeping or calculation discrepancies, and coordinate with supervisors and staff to resolve issues prior to payroll processing.
• Strong organizational and time-management skills to effectively balance primary payroll duties with secondary accounts payable backup responsibilities.
• Ability to interpret program budgets, grant guidelines, and time-and-effort records to ensure accurate labor cost allocations.
• Ability to establish and maintain positive, collaborative, and tactful working relationships with HR, program managers, fiscal team members, and external auditors.
• Strong written and verbal communication skills to answer employee payroll inquiries promptly, professionally, and confidentially.
• Proficiency with computerized payroll software (such as ADP), electronic timesheet platforms, and advanced Microsoft Excel spreadsheets.

Special Requirements

• Employment contingent upon successful background check clearance.
• Permanent resident or U.S. Citizen; proof of work eligibility required upon hire.

Work Schedule, Location & Physical Demands

• Schedule: Full-time, regular; Monday-Friday (with schedule adjustments around payroll deadlines).
• Work Arrangement: In-person/on-site
• Location: 2900 Crenshaw Blvd., Los Angeles, CA 90016
• Travel: No regular travel required
• Benefits: Full benefits package
• Physical Requirements: Primarily office-based position requiring prolonged periods of sitting and regular computer use. Frequent reading, writing, typing, and verbal communication are required. Occasional standing, walking, bending, reaching, and lifting or carrying files, records, and file boxes may be required.

AADAP, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

Pay: $26.83 - $31.12 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Application Question(s):

• Do you have at least 3 years of full-cycle payroll experience? (Yes/No)
• Do you have experience with non-profit payroll, grant-funded labor allocations, or time-and-effort reporting? (Yes/No)

Work Location: In person