Payroll Specialist

Posting Number: #1851

Position Title: Payroll Specialist

Closing Date: Until Filled

Location: San Francisco Bay Area (Remote)

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The Public Health Institute (PHI) is an independent, nonprofit organization dedicated to promoting health, well-being, and quality of life for people throughout California, across the nation and around the world. As one of the largest and most comprehensive public health organizations in the nation, we are at the forefront of research and innovations to improve the efficacy of public health statewide, nationally, and internationally.

PHI was distinguished as one of the top 50 “Best Non-Profit Organizations to Work For” by the Non-Profit Times in a national search.


Position Summary

As a member of a small but mighty payroll team, the Payroll Specialist plays an important role in payroll processing, handling a high volume of requests in the time and labor, payroll, and labor distribution functions. This position reports to the Senior Payroll Administrator.

This is a regular full-time position expected to work 40 hours/week with some overtime hours required occasionally.

This position is currently remote. The incumbent is required to work core business hours in the Pacific Time zone. Candidates based in the San Francsico Bay Area are preferred, but candidates outside of the area are welcome to apply and will be considered.

Full pay range for this position: $30.27 to $43.35 per hour. The typical hiring range for this position is from $30.27 (minimum) to $36.81 (midpoint) per hour. The starting wage is determined based on the candidate’s knowledge, skills, experience, as well as budget availability.


Essential Duties & Responsibilities

  • Processes payroll.
  • Reviews all personnel action forms (PAFs) for changes such as rate, FTE, employment status changes; new hires/rehires; tax and address changes.
  • Runs PeopleSoft Manager Self Service (MSS) report and validate data on the PAFs, reports discrepancies to the HRIS team, updates transactions for processing.
  • Confirms rate changes and calculates retroactive pay.
  • Payroll reconciliations and validation.
  • Handles and resolves all timesheet inquiries received by phone and email.
  • Review and processes timesheet corrections on work hours and PTO usage.
  • Creates manual payroll checks for replacement, late timesheet submission, and final paychecks.
  • Runs payroll reports in PeopleSoft and resolves issues as needed.
  • PTO/sick leave entitlement maintenance and timesheet adjustments for Local Nationals in one or multiple foreign countries.
  • Generates Additional Pay files, using manual calculations as needed, for any payments outside regular payroll process.
  • Creates journal entries to ensure accurate expense to the programs.
  • Audits and corrects labor expenses per funder requests.
  • Filing, data maintenance, employee record upkeep.
  • Handles ad-hoc payroll requests when required.
  • Serves as backup for other payroll team members in their absence.
  • Perform other duties as assigned.


Minimum Qualifications

  • 3 years of relevant payroll experience.
  • Bachelor’s degree, or substitute with 4 additional years of relevant work experience.

Other Qualifications

  • Experience with computerized payroll, benefits, retirement systems and procedures.
  • PeopleSoft experience is preferred. Willingness and ability to learn and use new systems and implement new processes is required.
  • Ability to maintain confidentiality of information.
  • Ability to follow policies and standard procedures. Strong adaptiveness to new policies and procedures.
  • Strong commitment to high accuracy and efficiency.
  • Ability to research, learn, interpret, apply payroll related laws, regulations, policies, and make sound decisions.
  • Strong mathematical, analytical, organizational, and problem-solving skills.
  • Ability to establish and maintain accurate and comprehensive records.
  • Good interpersonal skills and ability to maintain professional working relationships with others.
  • Excellent customer service skills and high responsiveness to requests.
  • A strong team player who is ready to help other colleagues when needed.
  • Good oral and written communication skills.
  • Ability to handle multiple ongoing projects and processes with attention to details.
  • Computer proficiency in Microsoft Word, Excel, Outlook, Slack, and Zoom.
  • Ability to work overtime hours occasionally as needed.



Per the PHI Workforce Mandatory COVID-19 Vaccination Policy, it is a condition of employment for all domestic based employees to be fully vaccinated for COVID-19, unless they are granted a reasonable accommodation under applicable law.

New hires need to provide proof of full vaccination prior to their start date or apply for an exemption/accommodation within three business days after their start date. Depending on the circumstances, new hires who do not comply with this Policy, or who cannot be reasonably accommodated, will either have their employment suspended or terminated. Candidates who are non-compliant will have their offers rescinded.


EEO Statement

The Public Health Institute is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. To this end, the PHI will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics.

For further information regarding Equal Employment Opportunity, copy and paste the following URL into your web browser:

ADA Statement:

The Public Health Institute is committed to providing access and reasonable accommodation in its services, programs, activities and employment for individuals with disabilities. To request disability accommodation in the application process, contact the Recruitment Team at least 48 hours in advance at


To apply for any position, you must create an account on the Public Health Institute’s job application site. After creating your account, you may search the open positions and apply for the specific position that interests you. Please note, mailed and emailed applications will not be accepted.

We’re so pleased the Public Health Institute is an organization you would like to work with. Do you have questions about this opportunity? If so, email our recruitment team at

Find out more about the benefits of working at PHI.

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