Integrated Resources Institute
Payroll and Accounting Assistant
Integrated Resources Institute, San Bernardino, California, United States, 92409
Payroll and Accounting Assistant – Integrated Resources Institute
Position Title: Payroll and Accounting Assistant
Status: Non‑exempt; Full‑time hourly
Hours: M‑F 8:00 am – 5:00 pm
Pay: $26.00 hourly
Supervisor: Finance Supervisor
Location: Fully remote; candidate must be located within commuting distance to an IRI office in Southern California to attend meetings and trainings as needed.
Integrated Resources Institute provided pay range This range is provided by Integrated Resources Institute. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.
Base pay range $26.00/hr – $26.00/hr
Benefits
Fully Remote Position with Company‑Provided Equipment
Medical, Dental, and Vision Insurance
Lifestyle Spending Account ($50 per month after 90 days of employment + $25 on your birthday!)
Employee Assistance Program
Paid Time Off and Paid Sick Leave
Employee Referral Program
Flexible Spending Account
Retirement Plan (Roth IRA)
Company Paid Life Insurance and Long‑Term Disability
Plus Additional Voluntary Benefits
General Description
The Payroll and Accounting Assistant is responsible for carrying out all directives from the Finance Supervisor, with the highest priority being the accurate and timely completion of payroll processing, reconciliations, and related reporting tasks.
This position provides administrative and financial support to ensure the efficient daily operations of the Finance department.
Responsible for processing payroll and maintaining accurate payroll and accounting records while supporting the organization in meeting deadlines and compliance obligations.
Applies knowledge of payroll practices, basic accounting principles, and strong Microsoft Excel skills for accurate data entry, reporting, and reconciliation across multiple systems.
Supports payroll processing, expense and mileage reimbursements, withholding orders, reconciliations, and preparation of payroll‑related reports in compliance with policies and regulatory requirements.
Proficient with digital tools such as Paycor, QuickBooks Online, Microsoft Excel, and other internal systems to enter, track, and organize payroll and financial data efficiently.
Ensures tasks are completed within required deadlines, maintains proper documentation, and communicates with internal and external stakeholders in a timely, professional manner.
Qualifications
Associate’s degree in accounting, finance, business administration, or related field preferred.
Minimum 1 year of payroll processing experience required.
Knowledge of California payroll and HR regulations, including wage and hour compliance.
Proficiency in Microsoft Excel at an intermediate level (pivot tables and VLOOKUP or XLOOKUP).
Experience with payroll and accounting systems (e.g., Paycor, Paylocity, Paychex, QuickBooks Online, or similar platforms).
Familiarity with Microsoft 365 applications: Outlook, Teams, SharePoint, OneDrive.
Strong organizational skills; ability to manage multiple tasks, prioritize effectively, and meet deadlines.
High level of attention to detail and accuracy in data entry, reporting, and recordkeeping.
Effective written and verbal communication skills.
Ability to maintain confidentiality of sensitive payroll, employee, and financial information.
Comfortable working in a paperless environment and adaptable to learning new systems.
Experience working remotely or hybrid with strong work ethic and self‑motivation to complete tasks and meet deadlines.
Commitment to the full inclusion of all persons with disabilities.
Must reside within commuting distance of a Southern California office (Orange County, Los Ales, Inland Empire, or San Diego).
Responsibilities
Process semi‑monthly payroll accurately and on time, including regular and overtime hours, mileage, meal, and rest break premiums, reimbursements, and holiday pay.
Receive, stamp, and mail semi‑monthly payroll checks.
Prepare and issue final paychecks for separating employees.
Generate post‑payroll reports (e.g., overtime, mileage, short lunches) and distribute to senior leadership.
Respond promptly to employee and management inquiries regarding payroll, expenses, timekeeping, and related policies.
Review and process employee expense reports and per diem requests.
Reconcile mileage submissions and generate pivot reports.
Assist with benefit‑related reconciliations to ensure payroll deductions align with carrier invoices.
Generate and forward standard deduction reports to Human Resources.
Maintain tracking of benefit invoices for employees on leave via monitoring of benefit repayment agreements on DocuSign.
Support CalSavers administration (submissions, reconciliation, new hire enrollment, termination processing, and employee/manager inquiries).
Manage biweekly CalSavers administration: review and reconcile contributions, submit payroll‑based contributions (including off‑cycle checks), generate contribution reports, ensuring alignment between the CalSavers portal and HCM system.
Enter CalSavers journal entries in QuickBooks Online (QBO) with attached payment confirmations.
Process wage withholding orders (e.g., garnishments, child support) in compliance with federal and state requirements.
Maintain payroll and accounting records in compliance with company policy and applicable regulations.
Assist with preparation of payroll‑related audits, reports, and reconciliations as requested.
Prepare and distribute separation packets in collaboration with HR.
Provide cross‑functional support for payroll‑related accounting tasks and special projects as assigned.
Organize and maintain digital records and folders; attach to corresponding QuickBooks Online transactions or journal entries.
Daily review and correction of overlapping punches in eRSP (conflict assignments).
Process employee bonuses; update bonus tracking sheet and enter on timecard; respond to manager inquiries regarding bonuses.
Enter bereavement on employee timecards as requested by managers; enter or approve PTO and sick time when needed.
Maintain payroll notes by tracking relevant communications in Teams group chats and separation emails; update payroll notes with details.
Enter calendar reminders for payroll and accounting deadlines in Outlook; post Paycor engage reminders for expense deadline.
Proactively manage personal workload and schedules by maintaining a calendar with deadlines, due dates, and tasks; ensuring timekeeping in Paycor accurately reflects hours worked.
Cross‑train for backup invoice processing.
All other duties as assigned by the Finance Supervisor.
Physical Demands
Primarily sit for extended periods while working at a computer, occasional standing or walking to retrieve files or materials.
Occasional bending, reaching, or lifting items weighing up to 10 pounds.
Frequent use of hands and fingers for typing, writing, data entry, handling documents, and using office equipment.
Typical visual and hearing capacity to view computer screens, review documents, and participate in virtual meetings or phone calls.
Use of company‑issued devices or pre‑authorized personal devices in compliance with the organization’s technology and security policies.
Required to drive an automobile to meet job responsibilities (e.g., deliver payroll checks, pick up equipment).
Work Environment
Office as needed for in‑person training or meetings.
Home for remote work.
Remote employees are expected to perform work only during assigned hours and accurately record all hours worked in the payroll system.
Integrated Resource Institute is committed to a policy of providing opportunities to people regardless of economic or social status and will not discriminate on the basis of race, color, ethnic origin, national origin, creed, religion, political belief, sex, sexual orientation, marital status, age, veteran status, or physical or mental disability.
Seniority level
Entry level
Employment type
Full‑time
Job function
Accounting/Auditing and Finance
Non‑profit Organizations
#J-18808-Ljbffr
Position Title: Payroll and Accounting Assistant
Status: Non‑exempt; Full‑time hourly
Hours: M‑F 8:00 am – 5:00 pm
Pay: $26.00 hourly
Supervisor: Finance Supervisor
Location: Fully remote; candidate must be located within commuting distance to an IRI office in Southern California to attend meetings and trainings as needed.
Integrated Resources Institute provided pay range This range is provided by Integrated Resources Institute. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.
Base pay range $26.00/hr – $26.00/hr
Benefits
Fully Remote Position with Company‑Provided Equipment
Medical, Dental, and Vision Insurance
Lifestyle Spending Account ($50 per month after 90 days of employment + $25 on your birthday!)
Employee Assistance Program
Paid Time Off and Paid Sick Leave
Employee Referral Program
Flexible Spending Account
Retirement Plan (Roth IRA)
Company Paid Life Insurance and Long‑Term Disability
Plus Additional Voluntary Benefits
General Description
The Payroll and Accounting Assistant is responsible for carrying out all directives from the Finance Supervisor, with the highest priority being the accurate and timely completion of payroll processing, reconciliations, and related reporting tasks.
This position provides administrative and financial support to ensure the efficient daily operations of the Finance department.
Responsible for processing payroll and maintaining accurate payroll and accounting records while supporting the organization in meeting deadlines and compliance obligations.
Applies knowledge of payroll practices, basic accounting principles, and strong Microsoft Excel skills for accurate data entry, reporting, and reconciliation across multiple systems.
Supports payroll processing, expense and mileage reimbursements, withholding orders, reconciliations, and preparation of payroll‑related reports in compliance with policies and regulatory requirements.
Proficient with digital tools such as Paycor, QuickBooks Online, Microsoft Excel, and other internal systems to enter, track, and organize payroll and financial data efficiently.
Ensures tasks are completed within required deadlines, maintains proper documentation, and communicates with internal and external stakeholders in a timely, professional manner.
Qualifications
Associate’s degree in accounting, finance, business administration, or related field preferred.
Minimum 1 year of payroll processing experience required.
Knowledge of California payroll and HR regulations, including wage and hour compliance.
Proficiency in Microsoft Excel at an intermediate level (pivot tables and VLOOKUP or XLOOKUP).
Experience with payroll and accounting systems (e.g., Paycor, Paylocity, Paychex, QuickBooks Online, or similar platforms).
Familiarity with Microsoft 365 applications: Outlook, Teams, SharePoint, OneDrive.
Strong organizational skills; ability to manage multiple tasks, prioritize effectively, and meet deadlines.
High level of attention to detail and accuracy in data entry, reporting, and recordkeeping.
Effective written and verbal communication skills.
Ability to maintain confidentiality of sensitive payroll, employee, and financial information.
Comfortable working in a paperless environment and adaptable to learning new systems.
Experience working remotely or hybrid with strong work ethic and self‑motivation to complete tasks and meet deadlines.
Commitment to the full inclusion of all persons with disabilities.
Must reside within commuting distance of a Southern California office (Orange County, Los Ales, Inland Empire, or San Diego).
Responsibilities
Process semi‑monthly payroll accurately and on time, including regular and overtime hours, mileage, meal, and rest break premiums, reimbursements, and holiday pay.
Receive, stamp, and mail semi‑monthly payroll checks.
Prepare and issue final paychecks for separating employees.
Generate post‑payroll reports (e.g., overtime, mileage, short lunches) and distribute to senior leadership.
Respond promptly to employee and management inquiries regarding payroll, expenses, timekeeping, and related policies.
Review and process employee expense reports and per diem requests.
Reconcile mileage submissions and generate pivot reports.
Assist with benefit‑related reconciliations to ensure payroll deductions align with carrier invoices.
Generate and forward standard deduction reports to Human Resources.
Maintain tracking of benefit invoices for employees on leave via monitoring of benefit repayment agreements on DocuSign.
Support CalSavers administration (submissions, reconciliation, new hire enrollment, termination processing, and employee/manager inquiries).
Manage biweekly CalSavers administration: review and reconcile contributions, submit payroll‑based contributions (including off‑cycle checks), generate contribution reports, ensuring alignment between the CalSavers portal and HCM system.
Enter CalSavers journal entries in QuickBooks Online (QBO) with attached payment confirmations.
Process wage withholding orders (e.g., garnishments, child support) in compliance with federal and state requirements.
Maintain payroll and accounting records in compliance with company policy and applicable regulations.
Assist with preparation of payroll‑related audits, reports, and reconciliations as requested.
Prepare and distribute separation packets in collaboration with HR.
Provide cross‑functional support for payroll‑related accounting tasks and special projects as assigned.
Organize and maintain digital records and folders; attach to corresponding QuickBooks Online transactions or journal entries.
Daily review and correction of overlapping punches in eRSP (conflict assignments).
Process employee bonuses; update bonus tracking sheet and enter on timecard; respond to manager inquiries regarding bonuses.
Enter bereavement on employee timecards as requested by managers; enter or approve PTO and sick time when needed.
Maintain payroll notes by tracking relevant communications in Teams group chats and separation emails; update payroll notes with details.
Enter calendar reminders for payroll and accounting deadlines in Outlook; post Paycor engage reminders for expense deadline.
Proactively manage personal workload and schedules by maintaining a calendar with deadlines, due dates, and tasks; ensuring timekeeping in Paycor accurately reflects hours worked.
Cross‑train for backup invoice processing.
All other duties as assigned by the Finance Supervisor.
Physical Demands
Primarily sit for extended periods while working at a computer, occasional standing or walking to retrieve files or materials.
Occasional bending, reaching, or lifting items weighing up to 10 pounds.
Frequent use of hands and fingers for typing, writing, data entry, handling documents, and using office equipment.
Typical visual and hearing capacity to view computer screens, review documents, and participate in virtual meetings or phone calls.
Use of company‑issued devices or pre‑authorized personal devices in compliance with the organization’s technology and security policies.
Required to drive an automobile to meet job responsibilities (e.g., deliver payroll checks, pick up equipment).
Work Environment
Office as needed for in‑person training or meetings.
Home for remote work.
Remote employees are expected to perform work only during assigned hours and accurately record all hours worked in the payroll system.
Integrated Resource Institute is committed to a policy of providing opportunities to people regardless of economic or social status and will not discriminate on the basis of race, color, ethnic origin, national origin, creed, religion, political belief, sex, sexual orientation, marital status, age, veteran status, or physical or mental disability.
Seniority level
Entry level
Employment type
Full‑time
Job function
Accounting/Auditing and Finance
Non‑profit Organizations
#J-18808-Ljbffr