Payroll and Finance Operations Specialist

Menlo School is seeking a detail-oriented and highly organized Payroll and Finance Operations Specialist to join our Business Office. This role will primarily focus on payroll processing and administration but will also support other accounting and financial operational functions. Our payroll operations are complex, given the diverse types of employees, including full-time salaried, part-time hourly, and seasonal staff. The ideal candidate will bring expertise in payroll processes, a strong understanding of compliance, and the ability to adapt to a dynamic school environment.

Key Responsibilities:

Accurately process and manage payroll for all Menlo School employees, ensuring accurate and timely processing of timecards, salary changes, stipends, and deductions.
Maintain and update payroll records, including employee information, pay rates, and deductions.
Review and reconcile payroll transactions, accrued time off, and retirement plan contributions, identifying and resolving discrepancies.
Reconcile payroll-related general ledger accounts, benefit deductions, payroll cash transactions  and other withholdings, cross-checking against internal records and benefits administration systems, correcting differences to ensure accuracy and compliance with school policies and applicable laws.
Lead and manage payroll-related audits, including workers’ compensation and retirement plan audits.
Conduct internal audit of retirement plan eligibility including review employee hours worked monthly to determine eligibility for retirement plan participation.
Administer and report to the retirement platform.
Calculate and track sick leave, vacation balances, and other time-off accruals.
Review and distribute year-end payroll reports (W-2s, 1095s, etc.).
Respond to payroll inquiries from employees regarding wages, deductions, garnishments, and other payroll matters.
Draft and maintain documentation for payroll procedures and procurement guidelines.
Collaborate with the accounting team on audits, budget development, and special projects as needed.
Stay updated on payroll regulations and ensure compliance with federal, state, and local payroll, wage, and hour laws.
Maintain clear and effective communication with colleagues and departments to support payroll, accounting, and procurement activities.
Ability and desire to learn and adapt to new payroll functions, processes, and systems, contributing to continuous improvement and efficiency within the department.
Support the procurement processes, including purchase order management and vendor invoice reconciliations.
Assist in financial reporting as needed.
Participate in process improvement initiatives.
Collaborate with supervisor and team members on other department projects on an ongoing basis.

Qualifications:

Bachelor’s degree in Accounting, Finance, Business Administration, or related field; relevant certifications (e.g., CPP) are a plus.
Minimum of 5-7 years of experience in payroll processing, preferably within an educational or non-profit environment, preferably with experience in California payroll laws.
Proficiency in Google Sheets and Microsoft Excel.
Strong knowledge of payroll software and general accounting principles.
Strong analytical skills, attention to detail, organizational skills, and ability to meet deadlines.
Excellent communication skills, with the ability to handle sensitive information confidentially.
Experience in Paylocity and Blackbaud Financial Edge a plus.

Preferred Skills:Ability to learn and adapt to new technologies and systems.
Strong organizational skills and the ability to meet deadlines in a fast-paced environment.
Experience with accounting software and databases.
Familiarity with procurement and accounts payable processes.

We offer:

An exceptional work environment and caring community
Highly competitive salary
A comprehensive benefits package, including generous contributions to a retirement plan  for eligible employees and their families. Learn more by going to https://www.menloschool.org/employment-benefits.php.
To be considered for this position please submit your resume and cover letter.

We look forward to hearing from you!

About us:

Menlo School is an independent, coeducational, college preparatory school for students in grades six through twelve. Located in Atherton, California, and established in 1915, the School is accredited by the Western Association of Schools and Colleges and is a member of the National and California Associations of Independent Schools.

Menlo is dedicated to providing a challenging academic curriculum complemented by outstanding creative arts and athletic programs. The School helps students develop positive values and nurtures character development in a supportive environment that upholds the highest moral and ethical standards. Our program encourages students to reach their fullest potential and to develop the skills necessary to respond intelligently and humanely to the complexities of a diverse and increasingly interconnected world.

At Menlo School, equity, diversity, inclusion and belonging are at the core of our organizational identity. Through our daily efforts, the School demonstrates a shared commitment to the development of all stakeholders by supporting a campus ethos where equity, diversity, inclusion and belonging reflect the major cornerstones of our community.

Our equal opportunity employment policy:

Menlo School is committed to a policy of non-discrimination and equal opportunity for all employees and qualified applicants. We administer all personnel practices without regard to race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, marital status or domestic partnership status, disability, protected veteran status or military status, genetic information, or any other category protected under applicable law.

Pay range:

In the spirit of pay transparency we share the base salary range for this position. The full pay range, which encompasses all experience levels is $90,000 – $135,000. Within this broad range, we pay in accordance with what could be reasonably expected based on an individual’s experience level. Base salary is exclusive of fringe benefits, retirement plan employer contributions or potential stipends (for eligible employees). Pay ranges at Menlo are reasonable estimates of what the School anticipates paying for a role but are not guaranteed. If hired at Menlo School, your final base salary will be determined by factors such as skills, education, experience, job level, part-time status and number of months of work per academic year. In addition to those factors, we believe in the importance of pay equity and consider internal equity with our current employees as a part of any final offer. Please keep in mind that the generous range mentioned above is the full base salary range for the role. Hiring at the maximum of the range is not typical for Menlo School in order to allow for future and continued salary growth.