Payroll Specialist

Description

ABOUT GEMINI LEGAL

If you are seeking meaningful work in a company that values integrity, innovation, and growth, consider a career with Gemini Legal.

Headquartered in Rocklin, California, Gemini Legal is an industry-leading legal support company serving attorneys across California. Our proprietary, in-house developed technology platform powers efficient, secure digital record collection and workflow management. In addition to records services, we provide vocational counseling to injured workers, delivering comprehensive support throughout the life of a case.

Our growth is powered by our people. We operate with an open-door leadership philosophy and a culture built on accountability, collaboration, and service. We promote from within whenever possible and invest in individuals who demonstrate commitment and potential, including those new to the industry.

Ethical. Passionate. Smart. These principles guide how we work, how we serve clients, and how we support one another.

Employees of Gemini Legal Support may be exposed to confidential, private or sensitive information, protected under HIPAA.

ABOUT THE ROLE

The Payroll Specialist is responsible for full-cycle payroll and commissions processing, internal auditing, and compliance reporting across a multi-state employee population. This role ensures accurate earnings, deductions, taxes, benefits, garnishments, and leave-related pay while collaborating with HR, Finance, supervisors, and external agencies. The Payroll Specialist is highly detail-oriented, deadline-focused, and able to work independently with a high level of accuracy and professionalism.

- Location: Rocklin, CA HQ / Hybrid-Remote (2 days in office)
- Schedule: Monday-Friday, 8:00am-5:00pm
- Compensation: $72,5000 - $84,000

The pay range for this role is $72,500–$84,000 Annually. Starting pay for new hires is typically within the lower third of the range: $72,500-$76,333 Annually. Exceptions may be made based on factors such as education, specialized skills, or significant relevant experience.

WHAT YOU BRING

Payroll Processing & Internal Audit

- Import and audit electronic timecards each pay period; resolve exceptions, premium pay, missed punches, rounding rule discrepancies, and meal period penalties
- Complete full-cycle payroll processing for semi-monthly payroll, including earnings, deductions, taxes, supplemental wages, reimbursements, and corrections
- Process urgent, off-cycle, and adjusted payrolls, including retro pay, PTO/Sick accrual adjustments, reimbursements, and manual or live checks, as needed
- Audit payroll results after processing to ensure accuracy prior to funding

Sales Commissions

- Maintain and calculate sales commission reports, partnering with Sales and Finance to ensure accurate and timely payouts
- Support sales commission plan administration, updates, reporting, and analytics in coordination with Sales and Finance

Compliance, Taxes, Reporting & Systems

- Register new states and ensure proper setup with all required tax and unemployment agencies
- Maintain payroll compliance with meal/rest premiums, overtime calculations, rounding rules, ACA, EEOC, and CA pay data laws
- Complete required payroll, tax, regulatory, and compliance and payroll reporting, including BLS, EEO-1, CA Pay Data Reporting, quarterly and annual tax filings, and 401(k) audit, compliance testing, and 5500 support
- Export payroll data to accounting systems and support reconciliation as needed

Deductions, Benefits & Garnishments

- Verify and audit payroll earning, deduction, taxation, benefit, reimbursement, and leave-related pay codes and deductions, including new hire and open enrollment benefit eligibility
- Process and track wage garnishments (child support, tax levies, creditor orders, franchise tax board, etc.)

Employee Support

- Respond to employee and supervisor payroll support requests related to timecards, errors, pay calculations, accrual balances, and policy questions; wage-related and authorized employment verifications, wage statements, and EDD claims.
- Coordinate payroll components of terminations including final pay, vacation payout, garnishment updates, benefit adjustments, and check delivery

Data Validation & HR Change Verification

- Audit HR-submitted employee changes and HRIS setup, including new hires, job changes, pay rates, status, supervisors, cost centers, tax withholdings, direct deposit, PTO/Sick accrual rules, and benefit deductions; identify and resolve discrepancies directly in the HRIS or coordinate corrections with HR.

Data Management, Audits & System Ownership

- Maintain HRIS security permissions and administration access and perform periodic audits of employee payroll profiles to ensure accurate setup across compensation, deductions, taxes, and cost centers.
- Support external audits and provide required payroll data, reports, and supporting documentation

Other Duties

- Assist Finance with payroll reconciliation and general ledger support and complete additional responsibilities and special projects as directed by the Finance Department
- Other duties as assigned

Requirements

WHAT YOU BRING

EXPERIENCE, SKILLS AND ABILITIES

- Education and/or experience: BA/BS in Accounting, Finance, or Human Resources preferred
- 5+ years of progressive experience in a Payroll, Finance, or HR related position

- Skills: Advanced time management and organizational skills
- Strong ability to clearly and kindly articulate payroll functions via verbal/written communication
- Ability to complete the payroll process and all reporting accurately and on deadline
- Self-motivated and directed, with keen attention to detail

- Technology: High computer proficiency, and the experience conducting business via phone, video conferencing, and other computer programs including Google Workplace (Docs, Sheets, Calendar, Gmail, etc.)
- Strong Microsoft Excel experience as it relates to reconciliation, auditing and reporting
- Experience with Paylocity preferred, experience with Quickbooks preferred, experience with multiple HRIS & Finance software systems required
- Workflow & Project Management system experience preferred (Asana, a plus)

- Other: Experience working in an office setting
- Exceptional dedication to accuracy and consistency

FUNCTIONAL REQUIREMENTS

Must be able to perform the essential functions of the position with or without accommodation, including, but not limited to:

- Sitting for at least one hour at a time (total: 6-8 hours/day)
- Keyboarding for extended periods of time (total: 6-8 hours/day)
- Using a phone with or without a headset for extended periods (total: 2-4 hours/day

TRAVEL

Travel may be required for this position up to 10% of working hours

WHAT YOU’LL LOVE ABOUT GEMINI LEGAL

Full-Time Team Members

- Comprehensive medical, dental, and vision coverage
- Generous paid time off, including PTO, sick leave, volunteer time, and paid holidays
- 401(k) plan with company match
- Tuition reimbursement program
- Employee Assistance Program and legal assistance benefit
- Company-paid annual charitable donation in your name
- Employee recognition program

Salary Description
72,500 - $84,000