Payroll & Benefits Manager - 7 Month Temporary Contract

Job Summary

The Temporary Payroll & Benefits Manager oversees and executes all payroll operations for 400+ employees across multiple states and entities, ensuring timely, accurate, and compliant processing. This role also manages key components of Kiva’s benefits programs, supports employee inquiries, partners closely with HR and Finance, and drives ongoing process improvements. The Payroll & Benefits Manager ensures the integrity of employee pay and benefits data, maintains strict confidentiality, and plays a central role in delivering a consistent, positive employee experience.

MUST reside in California!!

• You thrive in a fast-paced environment where accuracy and confidentiality are essential.
• You are highly detail-oriented and can spot discrepancies quickly.
• You enjoy mastering complex systems and improving processes to make them more efficient.
• You are proactive and take initiative in solving problems before they escalate.
• You communicate with clarity, empathy, and professionalism.
• You are energized by supporting employees and partnering with cross-functional teams.
• You value integrity and understand the importance of handling sensitive information with care.
• You’re known for your follow-through, reliability, and strong organizational habits.

Manage Payroll Operations

• Process accurate and timely biweekly payroll for approx. 400 employees across multiple states and entities.
• Ensure correct calculation and entry of all pay types, including overtime, sick/vacation pay, bonuses, retro adjustments, reimbursements, and commissions.
• Manage the time-sheet approval workflow and partner with leaders to ensure compliance with deadlines.
• Calculate and process off-cycle payments compliant with California labor law.
• Serve as the internal payroll expert, interpreting payroll policies and guiding employees and leaders.
• Respond to payroll-related employee inquiries with urgency, professionalism, and empathy.
• Prepare payroll-related reports for HR, Finance, Accounting, and other internal and external stakeholders.

Manage Benefits Administration

• Oversee benefits eligibility, enrollments, changes, and terminations, ensuring timely and accurate updates across HRIS and carrier systems.
• Support employee questions regarding medical, dental, vision, FSA, HSA, 401(k), and other benefits programs.
• Be the HR lead and project manager during Open Enrollment, including communication planning, system updates, and auditing.
• Reconcile benefit invoices and resolve discrepancies in partnership with Finance.
• Ensure benefits data accuracy in payroll, including deductions, arrears, and retroactive corrections.

Ensure HRIS & Payroll System Accuracy

• Partner with HR to maintain clean, audit-ready HRIS data (job changes, wage updates, new hires, terminations).
• Run regular and ad-hoc audits to ensure alignment between HRIS, payroll, and benefits systems.
• Support implementation of system enhancements, automation opportunities, and new integrations.

Lead Payroll & Benefits Compliance

• Maintain compliance with federal, state, and local payroll, wage & hour, and benefits regulations across multiple states.
• Manage garnishment orders, wage verifications, and government inquiries.
• Maintain internal payroll SOPs and audit documentation.
• Support internal and external audits (e.g., 401(k), workers’ comp, financial audits).

Support Employee Leaves & Time Off Administration

• Oversee accurate tracking and pay alignment for leaves of absence (FMLA, CFRA, PDL, Workers’ Comp, ADA-related accommodations).
• Partner with internal and external stakeholders to ensure accurate pay and benefit continuation.

Partner Cross-Functionally

• Work closely with HR, AP, Finance, and Accounting to ensure alignment of payroll data, general ledger mapping, and financial reporting needs.
• Provide payroll and benefits insights for budgeting, forecasting, and compliance initiatives.
• Cross-train and serve as backup for key People Operations workflows as needed.

Drive Continuous Improvement

• Identify opportunities to streamline payroll and benefits processes.
  Recommend and implement best practices aligned with a growing, multi-state organization.
• Participate in People Operations projects and support broader culture and employee experience initiatives.

Work Environment

• Work involves regular access to confidential payroll, benefits, and employee data and requires strict adherence to privacy and data security policies.
• Requires frequent collaboration via email, chat, and video conferencing across a dispersed workforce.
• Occasional travel may be required for training or onsite support.
• May require occasional time onsite in production facilities where exposure to food allergens may occur.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Ability to communicate clearly via phone, video, and in person.
• Regularly required to use hands to handle, type, or feel; reach with hands and arms.
• May require occasional standing, bending, or walking to file or retrieve materials.