Sr. Payroll Specialist

We are One Workplace. We believe that people with a purpose need great spaces to perform their best work. We think big but work small, innovate through relentless curiosity, and treat each other – and our clients – like family. Over the past 100 years, we haven’t forgotten who we are, and we’ve never stopped changing. From big city skyscrapers to the West Coast's premier universities and medical facilities, we design insightful workspaces with the latest technology to provide our clients with an environment that embodies their image and encourages success. Our drive and dedication to providing our clients with innovative spaces and solutions have helped us expand our footprint, and now it is time to expand our team.  

One Workplace is committed to the development of empathetic leaders, diversification of talent, and increased representation at every level of our business. We believe in cultivating a culture of inclusion and are dedicated to building and retaining teams through removing unnecessary barriers to employment and providing opportunities for career growth. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or veteran status.

Compensation range: $40.00-$50.00/hr

Location: Santa Clara (hybrid, on-site 3 days)

Hours: Typical hours are Monday-Friday. You may be asked to work Weekends or Holidays if required for payment processing. Applicable holiday and overtime pay will be applied.

The base salary will be determined based on your location, experience, and the pay of employees in similar positions. Actual total compensation will be dependent upon the individual's skills, experience, and qualifications.

Employee Benefits:

• 15 days of PTO
• 9 Paid holidays
• Medical/Dental/Vision Insurance
• Profit Sharing
• 401k + Employer Match
• Paid Parental Leave
• Wellness App with reimbursement of up to $500 per year 

Position Summary

The Senior Payroll Specialist is responsible for the accurate and timely processing of multi-entity, multi-state payroll, ensuring compliance with federal, state, and local regulations. This role serves as a subject matter expert in payroll tax, complex earnings and deductions, benefits integration, and system troubleshooting. This role will also serve as the primary escalation point for payroll-related matters. The Senior Payroll Specialist works cross-functionally with HR, Finance, and external vendors to ensure payroll accuracy and compliance.

Key Responsibilities

• Process end-to-end payroll for multiple entities and pay groups.
• Ensure compliance with federal, state, and local wage and hour laws, tax regulations and reporting requirements.
• Audit payroll data including earnings, deductions, benefits, and taxes.
• Reconcile payroll reports, tax filings, and general ledger postings.
• Manage complex payroll scenarios (prevailing wage, bonuses, retro pay, multi-state taxation).
• Coordinate with third-party vendors for benefits, garnishments, and tax filings.
• Review and validate system integrations to ensure accurate data transfer.
• Identify and resolve payroll discrepancies, over-payments, and underpayments.
• Serve as the primary contact for all payroll-related issues, resolution and communication with employees.
• Support audits and provide documentation as needed.
• Assist with special payroll projects (system implementation, upgrades, acquisitions, benefit changes)

Qualifications

• 5+ years of progressive payroll experience.
• Strong knowledge of payroll tax regulations and compliance.
• Experience with multi-entity, multi-state payroll environments and complex earnings structures.
• Advanced proficiency in payroll systems (e.g., ADP or similar platforms).
• Strong analytical and reconciliation skills.
• Strong knowledge of prevailing wage compliance and certified payroll reporting
• High attention to detail and confidentiality.